Start With A Common Basis
Make sure each offer refers to the same drawing, quantity, finish and packaging requirement. A lower unit price for a different specification does not answer the original request.
Record what each supplier has actually provided. Separate a supplier statement from a document or sample you have reviewed. Mark a question as unresolved until the relevant evidence is available.
A Supplier Comparison Record
Swipe or scroll across to see the full table.
| Compare | Record for each supplier |
|---|---|
| Product fit | Specification revision; accepted requirements; exceptions |
| Evidence | Document or sample reference, date, scope and outstanding checks |
| Commercial scope | Currency, unit price, quantity basis, one-off charges and exclusions |
| Timing | Lead time, starting conditions and quotation validity |
| Communication | Clarity of answers, proposed alternatives and unresolved questions |
| Next action | Who will clarify each item and what needs to happen before a decision |
Keep The Decision Explainable
A useful shortlist records why a supplier fits this requirement and what still needs checking. It does not need an unexplained numerical score. Choose the next action on the evidence available: request a revised offer, clarify a document, arrange a sample, or decline an option.
Before commissioning work, agree the service scope and payment responsibility. Before accepting a sample, create a versioned approval record.
Editorial references
Written by Brieftory. Background reading informed the general principles; product specifications and commercial terms require their own review.
- Trade.gov: Know Your Incoterms
- QIMA: Product inspection checklists