In stock, available, or on lead time? Questions to ask before accepting a quote

A quotation says “available,” but the project needs the goods at its receiving location next month. Between those two statements are several unanswered questions: how many units are available, where they are, whether preparation is needed and when transport can begin.

Instead of assuming a stock label describes a delivery commitment, ask the supplier to explain the milestones behind it. The goal is to understand the offer well enough to compare it with your actual requirement.

Start with the quantity being promised

Ask whether availability covers the full requested quantity or only part of it. If you request ten units and a supplier can release four now, that is useful information, but it is a different offer from ten units ready together.

Clarify whether the stated quantity is currently available to allocate to your order or remains subject to confirmation. Ask how long any allocation or reservation would remain valid and what action, if any, is required to obtain it. Do not assume a quotation itself reserves stock.

Separate preparation, dispatch and arrival

Ask for three distinct points when they matter to your purchase:

• The date the goods are expected to be ready for dispatch.
• The planned dispatch or carrier handover date.
• The estimated arrival date at the named destination.

Include any preparation, documentation or approval steps that the supplier says must happen first. If the goods need inspection before release, ask whether that time is included. If freight is excluded, ask who is expected to arrange it before interpreting an arrival estimate.

A useful question is: “Does your quoted lead time end when the goods leave your facility, or when they reach our stated receiving location?” The answer often identifies the missing comparison point.

Define when the lead-time clock starts

“Four weeks” is incomplete without a starting event. Ask whether the period begins after order acceptance, receipt of required information, an approval or another stated condition. Ask whether the estimate uses calendar days or working days if that distinction affects your schedule.

For example, an illustrative offer could say: “Ready for dispatch 15 working days after order acceptance and approval of the required drawing; transport is additional.” Another could say: “Estimated arrival within four calendar weeks of order acceptance at the stated destination.” Compare those commitments directly rather than treating the numbers alone as equivalent.

Make split deliveries visible

If partial supply would help, state that in the RFQ and ask suppliers to show the quantities and timing of each proposed release. Clarify how the remaining balance will be handled and whether separate freight or other charges apply.

If the requirement must arrive together, make that explicit. A partial shipment can be valuable for one project and unsuitable for another. Purchasing should not have to infer that constraint from a delivery date alone.

Record what still needs confirmation

Use a short review note for each quotation: quantity confirmed, ready date confirmed, transport responsibility confirmed, arrival estimate pending. This creates an actionable follow-up list without disguising uncertainty as a firm commitment.

Before placing the order, obtain an updated confirmation where the quote's availability or timing has changed. Keep the final agreed details with your own purchasing records and supplier correspondence.

In Qotiva, use the enquiry conversation to ask these questions in the context of the supplier's offer. Combine this guide with the quotation comparison checklist so price, scope and timing are reviewed together.

Written by Qotiva Editorial Team · Qotiva Journal