1. Send the buying brief
Name the product, form, quantity, destination, target arrival or dispatch window, quality criteria and preferred packing. Attach an existing specification if you have one.
2. Review feasibility
Availability, source, route, document needs and unresolved technical fields are checked. Alternative forms or timing are discussed before a commercial offer.
3. Approve the reference
Depending on the product, approval may use a physical sample, current photographs, a specification sheet, packing mock-up or available test documents. The agreed reference is recorded.
4. Confirm quotation and terms
The quotation identifies product, quantity, unit, price basis, Incoterm, packing, lead-time basis, payment schedule, validity and exclusions. Only the accepted written terms govern the order.
5. Complete pre-dispatch checks
The team checks the agreed product and pack evidence, prepares contracted documents and confirms shipment identifiers. Any permitted variation should be accepted in writing before dispatch.
6. Handover and arrival reporting
Transport documents and available shipment records are shared through the agreed channel. Arrival concerns should be documented promptly with package, label and product evidence under the accepted claims procedure.