Build a better sourcing brief

Start with a specification that companies can quote

Origin; species; crop year; process; quality target and evidence; lot size; sample requirements; stock location; destination; price basis; required delivery date.

1. Origin and region. Record the exact requirement and supporting information you need from a prospective supplier.
2. Species and variety. Record the exact requirement and supporting information you need from a prospective supplier.
3. Harvest and processing method. Record the exact requirement and supporting information you need from a prospective supplier.
4. Quality evidence. Record the exact requirement and supporting information you need from a prospective supplier.
5. Lot size and warehouse. Record the exact requirement and supporting information you need from a prospective supplier.
6. Delivery terms and certifications. Record the exact requirement and supporting information you need from a prospective supplier.

Make prices comparable

Request a dated price, its currency, the unit of measure, the delivery basis and a quotation expiry date. Keep freight, insurance, inspection, duties and taxes visible as separate cost lines where applicable.

Record the crop, process, sample approval and warehouse location. A reference price for Arabica or Robusta does not establish the price of an individual specialty lot.

Confirm fit before committing

Ask the company for product documentation, an appropriate sales contact, its quotation terms and delivery options. Keep the supplier’s answers alongside your brief so you can compare the same requirements across the shortlist.