Buyer tools

Procurement templates, checklists and an Incoterms summary

Practical working documents for international purchasing: the information a supplier needs before it can quote accurately, what to verify about a supplier before comparing prices, and what to settle before an international order is placed. Nothing here is gated and nothing requires an account. Use them with any supplier — including us.

Send your requirement list How REPONS works

01Templates

RFQ template

A single-sheet request for quotation covering the information a supplier needs before it can price a line accurately.

Line	Description	Specification / standard	Material	Dimension / rating	Brand or equivalent accepted	Quantity	Unit	Required certification	Delivery place (Incoterm)	Required delivery date	Notes
1	Ductile iron gate valve, flanged	EN 1074-2, PN16	Ductile iron GGG50, EPDM seat	DN200	Equivalent accepted	40	pcs	EN 10204 3.1 material certificate	CFR Nouakchott	2026-11-30	Potable water service

State whether an equivalent brand is accepted — this single field changes both price and lead time.
Give the Incoterm and named place, not just the country.
If a specification is unknown, leave it blank rather than guessing; it will be raised as a clarification.

BOQ / project list template

For project requirements with many lines across several categories, in a structure that can be imported directly into the REPONS Deal Desk.

Line	Section / discipline	Description	Specification	Standard	Material	Dimensions	Quantity	Unit	Brand requirement	Certification	Customer notes
1	Water network	HDPE pipe PE100	SDR17, PN10	ISO 4427	PE100	OD 250 mm	3000	m	Equivalent accepted	Potable water conformity	Coil or 12 m lengths both acceptable

Keep one product per line — merged lines cannot be quoted or compared.
Keep the section column: it keeps a multi-discipline project readable during comparison.
Send the original BOQ as well; the template is for handling, not a replacement for your document.

MRO list template

For recurring maintenance, repair and operations requirements where part numbers and equipment context matter more than long descriptions.

Line	Equipment / system	Part number (OEM)	Description	Manufacturer	OEM or aftermarket accepted	Quantity	Unit	Annual usage (if known)	Criticality	Notes
1	Crusher lubrication unit	SKF 22220 EK	Spherical roller bearing	SKF	OEM only	8	pcs	24	Critical — production stop	Held as site stock

Mark criticality: it determines whether air freight or a partial shipment is worth the cost.
Annual usage lets suppliers price a frame agreement instead of a one-off order.
State OEM-only lines explicitly; aftermarket equivalents are otherwise offered by default.

02Checklists

Supplier evaluation checklist

What to confirm about a supplier before comparing its price with anyone else's.

Legal identity: Registered company name, registration number and trading address — not only a website and a mobile number.
Role in the chain: Manufacturer, authorised distributor, trader or agent. This determines warranty, documentation and price stability.
Product evidence: Catalogues, datasheets and test or conformity documents for the exact item offered, not for the range.
Production or stock capacity: Whether the quantity is in stock, in production, or dependent on a new production slot.
Export experience: Prior shipments to your destination or region, and who prepares the export documents.
Documentation capability: Certificate of origin, conformity, inspection and any destination-specific document, confirmed before ordering.
Commercial terms: Incoterm, payment terms, validity, packing, warranty and lead time in writing.
Responsiveness: Time to acknowledge, time to quote and quality of technical answers — an early and reliable indicator.
After-sales: Spare-parts availability, technical support and how a claim would be handled.

Vendor qualification checklist

The document set most institutional and industrial buyers request when registering a new vendor.

Company registration: Trade registry extract or equivalent incorporation document.
Tax registration: Tax identification and, where applicable, VAT registration.
Bank details: Bank letter confirming account details in the company name.
Company profile: Activities, categories supplied, sourcing origins and contact structure.
Category capability statement: The specific categories being registered for, not a generic list of everything.
Quality approach: How specification compliance, inspection and documentation are handled per order.
Compliance declarations: Anti-bribery, sanctions and conflict-of-interest declarations where requested.
Insurance: Any insurance the buyer's registration portal requires.
Signed forms: The buyer's own vendor forms, completed exactly as issued — incomplete forms are the most common rejection reason.

International procurement checklist

What to settle before an international order is placed, in the order it usually causes problems.

Specification is frozen: Every line has a specification or an accepted deviation recorded in writing.
Incoterm and named place: For example DAP Nouakchott, Mauritania — Incoterms 2020. Country alone is not an Incoterm.
Destination requirements: Import documentation, conformity assessment, labelling and language requirements confirmed.
Packing: Export packing, marking, palletisation and container suitability agreed with the supplier.
Inspection: Whether inspection is document review, pre-shipment, factory or third-party — decided before production ends.
Documents: Invoice, packing list, certificate of origin, transport document and any certificate named in the order.
Payment: Terms, milestones and the banking route agreed before production begins.
Delivery plan: Ready date, consolidation point, booking and destination handling, with an owner for each step.
Validity: Offer validity and price basis checked against the actual order date.

Project procurement checklist

For BOQ-driven project supply where several disciplines and suppliers must arrive coherently.

Complete scope list: All disciplines captured in one list, so nothing is ordered late at a premium.
Technical review before sourcing: Missing specifications raised as clarifications instead of assumed.
Grouping strategy: Lines grouped by category and origin so each group reaches the right supplier type.
Site sequencing: Required-on-site dates per section, which drives what can share a shipment.
Consolidation plan: Which suppliers consolidate into which shipment, and which line sets the ready date.
Single comparable offer: One coordinated quotation rather than several unaligned supplier offers.
Document control: Technical submittals and approvals tracked per line where the client requires approval.
Change handling: A defined route for scope changes, with price and delivery impact stated before acceptance.

03Incoterms 2020 summary

Where cost and risk change hands

An Incoterm defines who arranges transport, who carries the risk and at which point it passes. Always write the rule with a named place and the edition — for example DAP Nouakchott, Mauritania — Incoterms 2020. The summary below is a working reference; the published ICC rules remain the authority.

Rule	Name	Risk passes	Practical note
EXW	Ex Works	At the seller's premises	Buyer arranges everything, including export formalities. Rarely convenient for a first international purchase.
FCA	Free Carrier	When handed to the buyer's carrier	Seller clears for export. Practical for container and air shipments.
FOB	Free On Board	When goods are on board the vessel	Sea and inland waterway only. Common for full container loads.
CFR	Cost and Freight	On board at origin	Seller pays main freight; risk still passes at origin. Insurance is the buyer's.
CIF	Cost, Insurance and Freight	On board at origin	As CFR with minimum-cover insurance arranged by the seller. Sea transport only.
CPT	Carriage Paid To	When handed to the first carrier	Any transport mode. Seller pays carriage to the named destination.
CIP	Carriage and Insurance Paid To	When handed to the first carrier	As CPT with higher-level insurance cover by the seller.
DAP	Delivered At Place	On arrival, ready for unloading	Import clearance and duties remain with the buyer. Widely used for project supply.
DPU	Delivered at Place Unloaded	After unloading at the named place	The only rule where the seller unloads.
DDP	Delivered Duty Paid	On arrival, duties paid	Maximum seller obligation, including import duties. Only viable where the seller can clear in the destination.

04Next step

Send the whole list — not only the lines you think we cover

Fill in the template that fits your requirement and send it as it is. Incomplete lines are raised as clarifications before sourcing rather than guessed.

Upload BOQ Talk to procurement