01 / Planning the purchase
Keep the inquiry stage distinct
A first inquiry starts a discussion; it is not an accepted order. Describe the material form, intended use and estimated quantity, then collect the replies and questions in one project record. This helps your team see what is still being discussed and what has actually been agreed.
02 / Planning the purchase
Identify the people involved
Choose a purchasing contact and a production contact. If an importer, converter or forwarding partner is involved, describe each role. Clear ownership prevents an important question from sitting unanswered because everyone assumes another colleague is responsible.
03 / Planning the purchase
Use a written decision record
As the discussion develops, record the agreed material reference, quantity, destination and applicable commercial arrangements in the order documents. Do not rely on scattered messages or a remembered conversation to define the purchase. Changes should be visible to everyone working from that record.
04 / Planning the purchase
Treat requested timing as a planning input
Tell the supplier when your project hopes to receive material, and keep that request separate from any date later agreed. Build your internal planning around confirmed information as it becomes available. Avoid presenting an early target date to downstream colleagues as though it were already a delivery commitment.
05 / Planning the purchase
Prepare the receiving handover
Before material arrives, give the receiving team the order reference and the information needed to connect it to the correct project. Keep the commercial and production contacts available for questions. Have questions? Please email us directly about your planned purchase.
Your practical checklist
- Identify purchasing and production contacts.
- Keep the inquiry separate from the accepted order.
- Record decisions in the current order documents.
- Give the receiving team the project reference.
Keep this checklist beside your current project brief and revisit it when the buying context changes.