The essentials
- Product name and, if possible, a technical specification or a reference product.
- Quantity per shipment and how often you buy.
- Packaging: bulk, bags, cartons, retail packs, private label.
- Destination country and port or address.
- Preferred Incoterm, and a target price if you have one.
Quality and compliance
- Grade or quality parameters and how they are measured.
- Certificates you need: food safety, organic, origin, CE or others.
- Labelling and language requirements in your market.
Timing
State when you need the goods, and whether this is a one-off or a recurring purchase. Producers plan capacity differently for each.
Samples and inspection
Say whether you need samples before ordering, and whether you want an independent inspection before shipment. Both can be arranged.
An example brief
A short brief like this already allows producers to say whether they can help and to prepare a realistic offer.
- Product: chickpeas, kabuli type, calibre stated in millimetres.
- Quantity: one container per month for six months.
- Packaging: 25 kg bags on pallets, neutral bags.
- Destination: your port, Incoterm CFR.
- Documents: phytosanitary certificate, certificate of origin, analysis.
- Timing: first shipment within the next two months.
After the offer
Once you accept an offer, the terms are set out in a written agreement: product, specification, quantity, price, Incoterm, delivery period and payment terms. Samples or inspection, if requested, are scheduled before shipment, and the producer ships directly to you. We stay your single point of contact until the goods arrive.
What makes a brief hard to answer
If your brief has one of these, say so: there is often a workable alternative, such as a trial order, a different format or a nearby specification.
- A target price far below the market for the specification asked.
- Very small quantities for products usually sold by the container.
- Certificates that the product category cannot normally provide.
- Unclear destination or delivery terms.
Recurring supply
If you buy regularly, say so in the brief and give an annual or monthly volume. Producers plan capacity, raw materials and packaging differently for recurring orders, and a clear forecast often leads to better terms than a series of one-off requests.
Attachments that help
- Your current specification sheet, if you have one.
- Photos of the product and its packaging.
- A label or data sheet from a reference product.
- The documents your customs broker or customers require.
Common mistakes to avoid
- Sending only a product name and a price.
- Leaving out quantity, so producers cannot judge fit.
- Forgetting the destination, which changes documents and freight.
- Not mentioning required certificates until late.
Checklist before you order
- Product and specification or reference.
- Quantity per shipment and frequency.
- Packaging and labelling.
- Destination and preferred Incoterm.
- Certificates and documents required.
- Timing, samples and inspection needs.
- Target price, if you have one.
What happens next
We review the brief, ask questions if something is missing, and look for producers that can supply it. We check their registration, certificates and capacity before presenting an offer. If we cannot find a suitable producer, we tell you.