Confirm the packaging actually offered
Ask the supplier to confirm the package type available for the specific material and order, the net weight per package and the packing configuration. Record your preferred format and let the supplier confirm what it can offer.
- Request package dimensions and proposed markings for the offer.
- For a bulk offer, agree how the shipment quantity will be measured.
Reconcile package count, net weight and gross weight
For uniform packages, multiply the net weight per package by the package count and compare it with the quoted total net weight. List mixed package sizes separately. Ask the supplier to provide total gross weight and explain what it includes.
- Record package count and pallet count separately, and confirm whether gross weight includes pallets and outer packaging.
- Match the agreed quantities and weights across the quotation, packing list and invoice draft; confirm the quantity basis used for pricing.
Check how the goods will be received
Share your unloading equipment, access restrictions and receiving arrangements. Ask for the dimensions and gross weight of each handling unit. Have the supplier, forwarder and receiving warehouse confirm that the proposed packing arrangement fits the operation.
- Confirm who arranges the required handling equipment and who pays the handling costs under the agreed delivery terms.
- Agree receiving appointments, access information and the contact responsible for unloading coordination.
Write the trade term with its precise place
Ask the quotation to state the chosen Incoterms® rule, its edition and the precise named port, place or point. These rules allocate delivery responsibilities, costs and risks between seller and buyer. Review the freight, insurance and handling scope against the selected rule.
- Confirm the delivery and risk-transfer point as well as the destination when reviewing the selected rule with the supplier and forwarder.
- Review organic evidence, the lot COA and destination import documents separately with the importer.
Define the delivery window and change process
Record goods-ready, dispatch and expected-arrival dates separately from the agreed contractual delivery event. Identify which dates are estimates and which are commitments. Agree how changes to packaging, quantity, location or timing will be confirmed.
- Ask the supplier to state the conditions affecting each quoted date or window and the responsible contact.
- Request an updated quotation and packing plan when agreed details change, including any effect on handling and documents.
Buyer questions
Can I request my preferred package size?
Send the preferred format and your receiving limits. Ask the supplier which options it can offer for the actual material and order, then confirm the package type and net weight in writing.
What if the package count and total net weight do not match?
Ask for a corrected packing breakdown before agreeing the quantity. Separate different package sizes and confirm the revised total in the quotation and document drafts.
What does the quoted delivery window refer to?
Ask whether it refers to goods being ready, dispatch, expected arrival or the agreed contractual delivery event. Record the date or window, its conditions and how changes will be communicated.