Identify each product
List the product name, catalogue reference and intended use. Attach a reference photograph or drawing when the item is not already in the catalogue. Add the required material, dimensions, colours and construction details. Mark which features are essential and which can be proposed by the supplier. For several products, use one row per item.
Give quantities and timing
State an estimated quantity for each item and split it by size or colour where possible. A range is useful when your purchasing plan is still developing. Include the target dispatch or arrival date and distinguish between them. Say whether this is a sample request, an initial order or a planned repeat purchase.
Describe branding and packing
Indicate whether you need plain stock, a product logo, a sewn label or branded packaging. Share artwork files when available, together with logo position and approximate dimensions. Specify how products should be packed for sale and for transport. Barcode labels, size labels and mixed-colour assortments should be included in the brief because they can affect handling and cost.
Set a common quotation basis
Give the delivery country and, if known, the port, city or postcode. Ask the quotation to identify its currency, delivery basis, validity, sample costs, packing details and production timing. Freight should be clearly included or shown separately. Request carton quantities, dimensions and gross weight so transport options can be compared. Keep a dated version of the brief and use it when reviewing each quotation; a revised product specification should produce a revised price.