What to include in an import enquiry

The quality of the reply depends on the quality of the enquiry. A precise enquiry gets a precise quotation. A vague one gets a vague one, or a long exchange of questions. Include the following.

The checklist

1. Product and form. For example, "makhana, 6 Suta" or "psyllium husk powder, 95%, 40 mesh". Avoid a bare product name.
2. Target specification. The parameters you care about, with limits: moisture, purity, mesh, grade, microbiology, contaminants.
3. Quantity. A trial quantity and an expected annual volume, in metric tonnes.
4. Packing. Bag size, liner, retail format, labelling or private label requirements.
5. Destination. Country and port of discharge, and whether you need delivery beyond the port.
6. Incoterm. FOB, CFR or CIF is the usual starting point for sea freight.
7. Certificates and documents. Certificate of analysis, Certificate of Origin, phytosanitary certificate, and any certification your market requires.
8. Timeline. When you need the goods, and when you need a sample.
9. Payment terms. What you can offer, for example advance, letter of credit or documents against payment.
10. Who you are. Company name, your role, website and contact details.

An example

We are a food ingredient importer in [country]. We are looking for [product, form, grade] to [specification], in [packing]. Our trial quantity is [x] MT and our annual requirement is [y] MT, to [port], on [Incoterm]. We would need a certificate of analysis for the lot and a sample of [quantity] for approval. Our target delivery is [month].

What not to worry about

You do not need to know the HS code, the exact price or the freight rate. The supplier can help with those. What the supplier cannot guess is your end use and your specification, so lead with those.

When you are ready, use the enquiry form. Choose the product, and tell us the details above in the message.

This article is general information for importers. It is not legal, customs, financial or regulatory advice. Requirements change, so confirm them with your customs broker, freight forwarder or the relevant authority before you ship.