How to brief someone to research local suppliers
Start with the buying decision you need to make. A good research request produces a comparable shortlist, including gaps and sources, rather than a list of business names.
Set the product and search scope
A helper can search more effectively when your requirements are specific.
Product specifications
Describe the material, grade, dimensions, packaging and intended use. Include a reference specification where available. Separate requirements from preferences, and say which substitutions are acceptable.
Region and supplier type
Define the city or region, manufacturer versus distributor, and the number of candidates you want. Say whether you need desk research, calls or a permitted on-site visit; these require different amounts of work.
Quantity and commercial terms
Give an estimated order quantity, sample needs and your desired delivery destination. Ask for the quote currency, minimum order, lead time and what the price includes. An indicative quote is not a binding order.
Use the same questions for every candidate
Comparable answers make the shortlist useful even when one supplier does not reply.
Identity and public contact details
Collect the trading name, website, public business address and a business contact channel. Ask whether the candidate manufactures the product or resells it. Avoid requesting private personal data.
Capacity and evidence
Ask about the requested product, stated capacity, sample availability and relevant documents. Label a statement from a sales contact as a claim. Record the source of any document; a supplied certificate is not automatically independently verified.
Terms and unanswered questions
Ask each candidate about minimum order, quote validity, lead time, packaging and shipping arrangements. Record no reply or unknown answers explicitly. Do not make up missing fields to complete a table.
Request a shortlist with a clear trail
You should be able to trace every important answer back to its source.
One row per candidate
Ask for a report or table using the same columns: name, location, product fit, minimum order, price and currency, lead time, contact, sources and open questions. Include the date of each call or quote.
Separate research from a site visit
If a visit is part of the task, agree access with the business and specify permitted photos. If it is not included, do not describe website research as a factory inspection.
Check before ordering
Use the shortlist to decide who to contact next. Independently confirm legal identity, product quality and contractual terms before any order. Discuss samples or a further visit as a separate task with a defined scope.
A request template to make your own
This is an example brief, not a completed job. Replace the placeholders, choose the available proof requirements in the form and set your own budget and deadline.
Research suppliers for a specified product
Find [number] [manufacturers or distributors] of [product and specification] in [city or region]. Required: [must-have requirements]. Acceptable alternatives: [preferences or substitutions]. Estimated order: [quantity]. Destination: [city and country]. For each candidate, collect public business details, product fit, minimum order, indicative price and currency, lead time, samples, packaging and shipping terms. Record sources, contact dates and unanswered questions. Scope: [desk research, calls or a pre-arranged visit]. Deliver a comparable table and short written summary by [deadline and time zone]. Do not place orders, pay suppliers or claim independent certification.
Turn the checklist into a request
Post your brief, compare offers and agree the scope before anyone starts. Available helpers and timing depend on the offers you receive.
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