Freelance and small business
Prepare questions for a new supplier
Going into a supplier conversation without a list often means leaving without the numbers you need. Describe what you are sourcing and ask for questions organized around the gaps that matter most.
A text to start with
I am evaluating a new supplier for [describe the product or material]. My approximate quantities are [quantity range] per [period]. I need to understand lead times, minimum order quantities, quality control processes, pricing structure, and payment terms, and how they handle defective items. Draft a question list I can use on a call or send by email before requesting a formal quote.
Example request. Change the details to fit your situation.What to check in the answer
Ask about certifications and standards openly instead of assuming the supplier holds them, and request documentation for any they claim. Add questions specific to your industry if the general list misses them. Lead time questions should separate standard production runs from rush orders, because the numbers often differ. If you are sourcing internationally, add questions about duties, shipping terms, and customs paperwork, and check those requirements against the applicable rules yourself.
What to do next
Send the questions in writing before the call so the supplier can prepare accurate numbers. Ask for written confirmation of anything answered verbally before you commit to an order. Compare answers from at least two suppliers before deciding.