What should be checked before accepting a quotation?
Check the document number and version, issuing entity, lot or style references, goods condition, final quantity, purchasing mode, price, currency, VAT, freight, destination, validity, payment, timing, documents and claim conditions. If any detail differs from the listing, images or written clarification, request a corrected written version before accepting.
Use one controlling version
A revision can change quantity, assortment, costs or expiry. Do not combine values taken from different documents: identify the latest proposal and keep earlier versions only as an audit trail.
- Quotation number or reference
- Document date and version
- Name of the issuing company
- Complete document and referenced attachments
Twelve essential commercial checks
Every field should belong to the same proposal. The presence of one field does not replace checking the others.
- 1. Parties
- Match TRA-COM SRLS, company details, buyer and billing or delivery address.
- 2. References
- Match the lot, style, code or attachment to the images and selection actually assessed.
- 3. Condition
- Review new condition, sample status, known defects, special features and declared packing condition.
- 4. Quantity
- Separate total lot quantity, style availability, minimum and final proposed quantity.
- 5. Purchasing mode
- Confirm whether the proposal covers a full lot, partial lot or eligible styles.
- 6. Price
- Check currency, unit price where applicable, subtotal, total and every separate charge.
- 7. VAT
- Read the stated VAT treatment instead of inferring it only from country or VIES status.
- 8. Freight
- Confirm destination, cost, inclusions, responsibilities and stated delivery conditions.
- 9. Validity
- Check expiry and any explicit availability or reservation condition.
- 10. Payment
- Verify payee, method, due dates and stages; never place banking credentials in site notes.
- 11. Dispatch and documents
- Review indicative timing, packing, invoice, packing list and applicable documents.
- 12. Acceptance and claims
- Read how to confirm, which terms apply and how differences must be reported on receipt.
How to confirm without ambiguity
Acceptance should identify the exact document reviewed and should not add implied conditions.
1. Close open points
Obtain written corrections or answers for every material difference.
2. Recheck the total
Review quantity, price, VAT, freight, currency and expiry once more.
3. Cite the document
State the reference, date and version you intend to accept.
4. Await operational confirmation
Follow the quotation terms and the seller’s next confirmation for order, payment and dispatch.
When two details do not match
Do not resolve a discrepancy by informally choosing the most convenient or newest value. The detail must be tied to the same goods reference and clarified in the written version that applies.
- Different references across images and quotation
- Different quantities across selection and proposal
- Price or currency changed without a clear summary
- VAT or freight not clearly included or excluded
- Missing validity, payment, dispatch or claim terms
A quotation is not automatically an order
This checklist explains how to read and compare a proposal; it does not replace the document, the B2B terms or tax or legal advice. Sending an enquiry does not create an order. Acceptance must also follow the proposal and any required seller confirmation; there is no single commercial rule that applies to every stock offer or destination.
Questions about reviewing a quotation
- Which version controls after a revision?
- Use the latest version that clearly identifies the proposal and states that it replaces the earlier one. Do not combine terms from different versions.
- Is the catalogue quantity final?
- Not necessarily. The catalogue supports assessment; the commercial quantity is the one confirmed in the applicable written version.
- Does a valid VIES number determine VAT by itself?
- No. It is one verification element; treatment, parties, movement of goods and documents must be assessed for the individual transaction.
- Does accepting a quotation always reserve the goods?
- Only where the document or subsequent confirmation clearly states how and when reservation occurs. Do not assume automatic reservation.
- How should a delivery difference be reported?
- Follow the channel, timing and evidence required by the applicable terms, and retain the accepted document, images, packing and relevant communications.