1. Product
Record specification version, materials, dimensions, tolerances and approved substitutions.
2. Quantity
Confirm units per design or model and permitted over- or under-delivery.
3. Price
Record currency, unit, validity and quantity breaks.
4. One-time costs
List artwork, tooling, setup, prototypes and ownership.
5. Packing
Confirm units per pack/carton, carton dimensions and shipment weight.
6. Quality
Define inspection scope, tests, acceptance criteria and who pays.
7. Timing
Separate sample, production and shipping estimates; define when each clock starts.
8. Delivery
State the Incoterm, named place, freight, insurance, duties, taxes and clearance responsibilities.
9. Payment
Agree deposit, balance milestones, fees and release conditions.
10. Problems
Agree the process for defects, rework, replacement and disputed specifications.
Before you move forward
Ask suppliers to identify exclusions explicitly. Resolve differences before comparing totals.
Use this checklist to prepare a conversation. The actual work, tests and responsibilities are agreed for each project.