SECTOR NOTE

Clarifying the Technical Specification Before Requesting Quotes

In a purchasing or export discussion, the product name alone is not enough. Products offered under the same name may differ in material, dimension, tolerance, surface, packaging or the scope of documentation. This is why the features a quotation is to cover should be defined before a price is requested. Written by GENCO · 11 October 2026 · Sector Note

What should a request for quotation include?

• Product name and intended use • Material or quality definition • Reference standards and required technical properties • Dimensions, tolerances and delivery condition • Order quantity and packaging expectations • Requested documents and tests • Delivery location and target date Depending on the product group, a drawing, photograph, reference sample or technical datasheet may also be required.

Make the differences visible

Rather than assuming every supplier offers the same features, ask them to state the differences in their quotation. An alternative material, a different lead time, or a chargeable additional test can change how a quotation should be assessed. Comparing these on separate lines is sounder than deciding on the total price alone.

Close open points before ordering

Technical decisions that emerge in quotations, e-mails and meetings during the quotation stage need to be carried over into the order document. Sample approval, drawing revisions and accepted alternatives should be recorded. Where a technical point is unclear, the order should not be placed until it has been settled with the manufacturer or the relevant specialist.

What GENCO adds

GENCO supports the collection of technical and commercial information between the parties, the follow-up of open points, and the process of making quotations comparable.
NEXT STEP

Let's prepare the specification for your product

Share your product group and target market, and let us build the specification against which quotes will be collected.

Send My Request