How to write a requirement suppliers can actually quote on
The details that turn a vague enquiry into accurate quotes — product, specification, quantity, location, timeline and terms — with a simple template you can reuse.
By Bzaro Editorial Team · · 2 min read
"Need LED lights, send best price." Suppliers receive messages like this every day, and they reply with a guess — or not at all. A clear requirement gets you faster replies, quotes you can compare, and suppliers who take you seriously. It takes two extra minutes to write.
Name the product precisely
Say exactly what you want, using the words a supplier would use.
- Not "wires" but "copper house wire, 2.5 sq mm, FR, 90 m coils"
- Not "boxes" but "5-ply corrugated boxes, inner size 40 × 30 × 25 cm, brown, unprinted"
If you are not sure of the technical terms, describe what the product must do and where it will be used. Good suppliers will suggest the right specification.
Give the specification that matters
For most products, a supplier needs to know:
- Size, capacity, grade or model
- Material and finish
- Brand preference, or "any reputed brand"
- Certifications required (for example ISI/BIS marks)
- Any sample or reference photo you can share
Quantity and frequency
State the quantity for this order, and whether it is a one-time purchase or a monthly or yearly requirement. Repeat business changes how suppliers price and how much attention they give you.
Delivery location and timeline
- Your city and area, or the site address for heavy goods
- The date by which you need the goods
- Whether you need installation or setup
Location matters because freight is often a large part of the cost, and many suppliers serve only certain regions.
Commercial details
- Whether you need a GST invoice (and your GSTIN)
- Your preferred payment terms
- Whether you want the price including delivery
Why you are buying
A line of context helps: "for our new office in Noida", "for resale in our shop", "for a school opening in April". Suppliers can then recommend better options.
Mistakes to avoid
- "Best price" with no details. Suppliers cannot quote on it and serious ones may not reply.
- Hiding the quantity. Price depends on quantity; a rough range is better than nothing.
- Leaving out the city. Freight and supplier coverage depend on it.
- No timeline. Without a date, you get quotes that cannot deliver in time.
A simple template
- Product: name and type
- Specification: size, grade, material, brand, certification
- Quantity: this order, and monthly/yearly if repeat
- Delivery: city/site and required date
- Extras: installation, samples, packing
- Terms: GST invoice, payment preference
- Purpose: personal, business use or resale
Use this structure when you post your requirement on Bzaro — matching suppliers receive it and send quotes that actually answer your question. You can also browse the supplier directory.
Buying guides from the Bzaro team
Practical guides for business buyers in India: what to check, what to ask and how to compare suppliers before you place an order.
Know what you need?
Post one requirement and matching suppliers will send you quotes.