Describe the product, not just the category
Write the material, size or pack format, colour or variant, acceptable substitutes and any documentation you need. “Cotton shirts” is a starting point; sizes, fabric and finish make it quotable.
State quantity and timing
Give the preferred quantity, acceptable minimum or maximum, delivery location and required date. A supplier can then distinguish an available lot from a custom production run.
Ask for comparable commercial terms
Request unit price, tax treatment, freight, minimum order, payment terms, lead time, return conditions and validity date. Confirm HSN and applicable GST for the actual SKU and transaction rather than copying a category-wide assumption.
Keep a decision record
Record why an offer was selected, rejected or sent back for clarification. This becomes useful evidence if delivery or quality differs from the approved terms.
