Confirm the supplier's scope
Ask the supplier to identify the entity responding, the proposed manufacturing site and the work it would carry out for the requested form. Check whether the supplier would handle the product, packaging and filling or use additional parties. Record what evidence your procurement team expects for each part of the proposed scope before relying on it in the project plan.
Assign the document review
List the information your purchasing and market review teams need and identify who will evaluate it. Ask the supplier which documents cover the proposed product, pack and site and when they can be reviewed. Separate the documents available for an initial assessment from records that would depend on a later sample or order. Keep unanswered questions visible on the request.
Set a review milestone for the sample
Ask what the sample will represent, including the proposed format, pack and revision. Define what your team wants to learn from it, such as whether the closure is practical for the intended use. Record who will assess the sample and what further review is required before approving it. If the sample changes, update the reference in the quote and artwork record.
Review terms on a like-for-like basis
Compare the same quantities, pack configuration, destination and receiving needs. Ask the supplier to list included items, optional services and the assumptions behind its minimum order and timing. Record which details must be confirmed before a purchase order. If the response excludes part of the proposed scope, mark that line as open and ask who would be responsible for it.