The lowest price may not include delivery, minimum quantities or service limitations. To compare suppliers, send them all the same request.

Prepare a single brief

State the specifications, quantity, deadline and delivery address. Ask what the price includes and for confirmation of the product's properties. If quality is critical, agree on a clear way to check it in advance.

Check the full scenario

Ask what happens in the case of delay, incomplete delivery or a discrepancy. Compare the total cost over the same period. Do not treat a non-binding estimate as an agreed deadline or a contractual commitment.

How to send the same request to several suppliers

State the specifications, quantity, address, desired deadline and acceptable alternatives. Ask suppliers to separate the price of the goods from delivery, installation and any other work needed. Ask about minimum order quantities and how long the quote is valid. If a supplier proposes a substitute, compare it with your original requirements, not just the price. Agree a suitable way of checking quality. A sample, a description and the actual delivery may need different confirmation; establish in advance what the goods will be accepted against.

Which exceptions to check before choosing

Discuss incomplete delivery, delay, damage and failure to meet an agreed specification. Note the designated channels and the documents needed to make a complaint. Do not infer the procedure from another buyer's single good experience. Check whether there is a fallback option and what switching would cost if the deadline is critical. Then compare the total cost of the scenario over the same period. The lowest unit price is not necessarily right for a first test if it requires too large an order and creates unused stock, but the decision should be based on your actual data.

What to check

  • Compare identical specifications.
  • Check the minimum order quantity.
  • Note deadlines and payment terms.
  • Check a fallback supply option.

Example situation

A supplier with a higher unit price may be more convenient for a test if it allows smaller orders and does not create excess stock.

Next step

Choosing a supplier should take reliable delivery into account, not just the cost of a single item.

Official information on this topic

Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.

This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.