Before paying for samples or a first order, compare the supplier replies against the same product brief. For each candidate, record what has been answered, what evidence you have received and what still needs to be clarified. Make the next commitment explicit, such as buying samples or placing the production order.
Supplier selection reaches beyond the unit price. ASQ’s supplier quality guidance includes capacity, technical support and the total cost of dealing with a supplier. For a South African buyer, the practical starting point is one order brief that every candidate can answer against. Use the supplier evidence record to keep those answers comparable.
Define the order you are asking them to supply
Write down the product, intended use, quantity and South African destination. Identify the features that would make the goods unsuitable if they changed. These might include a material, fitting, size, finish or packaging detail.
Separate essential requirements from preferences. If the order depends on a particular test, document or product approval, identify who will confirm the applicable requirement before committing. Keep unanswered compliance questions visible.
Explain whether you need an existing product, a modified version or a new design. Make that part of the brief so each supplier is responding to the work you actually need.
Ask for evidence that relates to this product
A broad catalogue provides a starting point. Follow it with questions about comparable products, relevant processes and the proposed production arrangement. Ask which company will contract with you and which work is carried out elsewhere.
Request evidence at a level suited to the next decision. Before ordering samples, you may need a clear specification response and an explanation of the supplier’s role. A larger commitment may justify a site assessment, technical review or other specialist work.
Sofeast’s factory-visit questions connect capacity and quality questions to observable records and processes. Keep your own questions specific enough that the response can be checked.
Put the quotations on the same basis
Compare the same quantity, product version, packaging and handover point. Record what the quoted price includes and what remains separate. Ask whether the production estimate starts after payment, sample approval, artwork approval or receipt of materials.
Include China delivery, agreed checks and packing work in the comparison when they affect your order. Freight and South African destination costs need their own confirmed scope. An incomplete estimate should stay marked as incomplete.
Keep missing costs and conditions visible before negotiating the unit price. A quotation with unanswered packing or handover details needs clarification before it can be compared fairly.
Keep a decision record for each candidate
The following table is a suggested buying tool. Adapt its rows to your product and retain the supporting material.
| Review area | Evidence to record | Open decision |
|---|---|---|
| Product fit | Response to the same specification | Which requirements remain unanswered? |
| Production responsibility | Named supplier and proposed production arrangement | Who controls any outsourced work? |
| Order size and timing | Quantity terms and dated production assumptions | Does this fit the order you can fund and receive? |
| Quality review | Proposed sample, checks and acceptance criteria | Who reviews the findings and approves exceptions? |
| Handover | Packing assumptions, China delivery point and documents | What must be confirmed before dispatch? |
For each row, record the supplier’s answer, the evidence received and the next action. Use clear statuses such as ready for the next check, needs clarification or unsuitable for this order. A missing essential requirement should remain visible even if the other answers look promising.
Choose the next check before increasing the commitment
Shortlisting identifies candidates for further review. Samples, production checks and shipment release address later questions. QIMA’s sample-review explanation distinguishes sample stages and checks against agreed specifications. Decide what a sample needs to establish for your order and record any limitations of the review.
Before progressing, assign each unresolved item to someone and agree when the answer is needed. Pause the next commitment if the product specification, production responsibility or payment instructions remain unclear. The decision record should make that pause understandable to everyone involved.
To discuss your shortlist with Jeton Express, share the product brief and the supplier replies you want to compare. Identify the next commitment you are considering and the answers still missing. Include your South African destination so the purchase and handover requirements can be discussed together. The written proposal confirms the agreed scope.
Use the buyer worksheet
Supplier Shortlist Evidence Record
Fill the blank fields with your order details. Examples are clearly marked as fictional.
Download the worksheetUse the same product brief for every candidate. Keep the supplier's statement separate from evidence you have actually received. This worksheet records a decision; it does not certify a supplier or calculate a universal score.
Buying decision
Product and brief version: __________ Intended use: __________
Quantity and packaging: __________ South African destination: __________
Next commitment being considered, such as a sample order: __________
Essential requirements that must be answered first: __________
Blank candidate record
Complete a separate copy for each supplier.
Candidate and contracting company: __________
| Requirement | Supplier's reply and date | Evidence received | Missing answer or check | Owner and next action |
|---|---|---|---|---|
| Product and essential specification | ||||
| Production responsibility and any outsourced work | ||||
| Quantity, production assumptions and timing | ||||
| Sample or quality review scope | ||||
| Packaging, China handover and documents | ||||
| Payment instructions and next commitment |
How to use the evidence
Save the relevant quotation, specification response or review record with its date and version. A catalogue or supplier statement can start a question; record any independent or product-specific check separately.
Mark the next decision as ready for the next check, needs clarification or unsuitable for this order. An unanswered essential requirement stays open regardless of other favourable replies.
Fictional example row
This invented row illustrates an unresolved requirement. It is not a supplier assessment or Jeton case.
| Requirement | Supplier's reply and date | Evidence received | Missing answer or check | Owner and next action |
|---|---|---|---|---|
| Material specified in brief version A | Supplier says it can supply the requested material on [date] | Written reply; product-specific supporting record still missing | Confirm the proposed material and how it will be checked | Buyer to request details before approving the sample order |
Decision record
Decision and reason: __________ Open essential items: __________
Next authorised commitment: __________
Decision owner and date: __________ Review again when: __________
View the copyable text
# Supplier Shortlist Evidence Record Use the same product brief for every candidate. Keep the supplier's statement separate from evidence you have actually received. This worksheet records a decision; it does not certify a supplier or calculate a universal score. ## Buying decision Product and brief version: __________ Intended use: __________ Quantity and packaging: __________ South African destination: __________ Next commitment being considered, such as a sample order: __________ Essential requirements that must be answered first: __________ ## Blank candidate record Complete a separate copy for each supplier. Candidate and contracting company: __________ | Requirement | Supplier's reply and date | Evidence received | Missing answer or check | Owner and next action | | --- | --- | --- | --- | --- | | Product and essential specification | | | | | | Production responsibility and any outsourced work | | | | | | Quantity, production assumptions and timing | | | | | | Sample or quality review scope | | | | | | Packaging, China handover and documents | | | | | | Payment instructions and next commitment | | | | | ## How to use the evidence Save the relevant quotation, specification response or review record with its date and version. A catalogue or supplier statement can start a question; record any independent or product-specific check separately. Mark the next decision as **ready for the next check**, **needs clarification** or **unsuitable for this order**. An unanswered essential requirement stays open regardless of other favourable replies. ## Fictional example row This invented row illustrates an unresolved requirement. It is not a supplier assessment or Jeton case. | Requirement | Supplier's reply and date | Evidence received | Missing answer or check | Owner and next action | | --- | --- | --- | --- | --- | | Material specified in brief version A | Supplier says it can supply the requested material on [date] | Written reply; product-specific supporting record still missing | Confirm the proposed material and how it will be checked | Buyer to request details before approving the sample order | ## Decision record Decision and reason: __________ Open essential items: __________ Next authorised commitment: __________ Decision owner and date: __________ Review again when: __________
Sources and further reading
Discuss your supplier shortlist
Bring the details relevant to this decision to your enquiry. The written proposal confirms the agreed scope.
Discuss your supplier shortlist