1. Identify the product
State the product category, part number and intended application. Attach a drawing or a useful reference photo. For a revised part, include the drawing revision.
2. Define the material and dimensions
List the grade, governing standard, dimensions and units. Distinguish raw material size from finished dimensions, and include machining allowances where relevant.
3. Set the delivery and inspection requirements
Specify the material condition, surface finish, critical tolerances and required inspection records. Identify the test standard and acceptance criteria when applicable.
4. Explain the order
Provide quantity per size or part, destination and requested delivery date. Separate sample quantities from production quantities. If you have a recurring requirement, describe it separately from the first order.
5. Review the quotation before ordering
Check that the quote identifies the same drawing revision, material, quantity and inspection scope. Confirm any exclusions, tooling, packaging, freight, lead time and payment terms in writing.