1. Specify product protection
Ask how units will be protected against static discharge, mechanical impact and connector damage. Define individual packing, trays or retail boxes as appropriate, and request photographs of the agreed packing method.
2. Define carton and label fields
State units per carton, external marks, purchase-order references and any receiving labels. Agree which serial or batch records accompany the goods and how mixed configurations are separated.
3. Align the delivery documents
Confirm the commercial invoice and packing list requirements with the actual exporter and buyer. Match the description, quantity and product identification to the order. Any additional required documents must be checked for the destination and product.
4. Confirm responsibilities
Agree the shipping method, delivery terms, insurance responsibility and receiving procedure in writing. Obtain actual packed dimensions and weight before finalizing freight. Lead time and transit time should be stated separately.
Bring these requirements into the quotation.
A complete brief helps the supplier respond to the actual purchase.