Before you enquire
Preparing a clear materials enquiry
A material name alone leaves questions open. This guide gathers the specification, quantity and delivery information a useful quotation needs.
Grade and application
Where the specification does not give a grade, describe the intended application and say who will confirm the specification. Any proposed alternative is checked against the project requirements before it is accepted.
Quantity and unit
Tonnes, cubic metres, linear metres and item counts are not interchangeable, so every line needs its unit. If the take-off is approximate, give the basis.
Access and unloading
State what the site can actually receive. Booking systems, induction requirements and restricted hours belong in the enquiry, not the delivery-day phone call.
Schedule and phasing
Flag any dates that are still provisional. Availability and the proposed delivery pattern are confirmed through the quotation.
Checking the quotation
Check each quoted line against the enquiry before ordering. Where an alternative product is offered, get the project approval before accepting it, and resolve anything unclear through the quotation contact.
Receiving records
Keep the delivery paperwork with the job records, and keep any query and its response with the same order so the record can be followed.
A clearer materials list
One line for each requirement
Grade or specification, quantity and unit, intended application
Drawing reference, dimensions, product details and quantities
Material type, specification, area or quantity and unit
Send the job requirements
Gather the information you already have, note any documents you need with the materials, and record any gaps as questions.