Comparing supplier offers: what to check before you decide

Two quotations for “the same” product can describe quite different things. Before comparing prices, make sure the offers are comparable. The checklist below applies to textiles and pharmaceuticals alike; it is general guidance, not legal or regulatory advice.

1. Is it the same specification?

Compare the full specification, not the product name. For fabrics: composition, weight, width, construction, finish and the design or print reference. For pharmaceuticals: strength, dosage form, pack size, the applicable standard and the manufacturing site. If an offer is vague, ask the supplier to confirm the specification in writing.

2. Is it the same quantity and packing?

Check the quantity, tolerances, minimum order quantities, packing and labelling. A lower unit price can depend on a larger minimum order or different packing.

3. Is it the same delivery term?

A price “FOB” (free on board) and a price “CIF” (cost, insurance and freight) cover different costs and risks. Convert offers to the same Incoterms rule, using the International Chamber of Commerce’s definitions, before comparing.

4. Which documents are included?

List the documents your market or customer requires and check that each offer states which of them it includes, who issues them and for which product and site. A missing document can cost more time than any price difference.

5. Payment terms and validity

Compare payment terms, currency, and how long each offer is valid. An offer with a short validity period may not be available when you are ready to order.

6. Timing

Compare realistic lead times and delivery windows, and what each supplier says it needs from you to meet them (for example design approval or regulatory documents).

7. Who is actually supplying?

Ask who manufactures or produces the goods and on what basis the supplier is involved. A clear answer is a good sign; an unclear one is worth questioning.

Warning signs

• No written specification, or a specification that differs from your request
• Unclear manufacturer or origin
• Documents promised without saying who issues them
• Prices far below other offers without an explanation
• Pressure to pay before the terms are agreed in writing

How Vencilla approaches an offer

Vencilla confirms the specification, availability and quantity, the supplying partner, the documents for your market, price, payment and delivery, and timing before an offer is made. Nothing on its websites is an offer in itself.

Frequently asked questions

Should I always choose the lowest price?
Only once the offers are genuinely comparable: same specification, quantity, delivery term, documents and timing.

What if a supplier cannot provide a document my market requires?
Ask early. Some documents depend on the manufacturer or the destination market, and the answer can decide whether the offer is usable at all.

Source: International Chamber of Commerce, Incoterms rules (iccwbo.org).