01 · STARTING POINT
Define one order scope—not a collection of assumptions.
Begin with the destination market, intended customer, workflow and quantity range. Then identify which facts must be demonstrated on a sample and which terms must be confirmed in writing for the proposed order.
A useful comparison sheet should allow another decision-maker to see what is included, what remains open and why one proposal differs from another.
If a quotation cannot be tied to an exact model, software scope, quantity and delivery basis, treat it as an indication—not an approved order price.
02 · TEN QUESTIONS
Close the gaps that change cost, timing and responsibility.
Which exact model and configuration is being quoted?
Record the model identifier, physical version, colour, accessories, packaging and proposed software package. Similar product names do not establish that two quotations cover the same configuration.
Who will use it, and for which workflow?
Define the target customer, selling channel and representative scenario. A distributor, hotel reception team and corporate gift buyer may require different evidence and operating procedures.
Which language pairs and conditions must be tested?
List priority language pairs, speaking environments and connectivity conditions. Request evidence from the exact sample instead of extending one successful demonstration to every language or environment.
What does the complete device-and-software workflow require?
Confirm any phone, app, account, network or downloaded-resource dependency. Separate what is physically included from what is supplied through software or a third-party service.
Are subscriptions or service renewals part of the proposal?
Ask what is included at delivery, what may renew, which party provides the service and whether availability varies by market. Keep the answer in the final written scope.
Which destination-market documents are available?
Review documentation for the exact model, configuration and destination. The buyer and seller should state who is responsible for local import, labelling, registration or other market-specific requirements.
What customization is included?
Define logo placement, packaging, printed materials, interface or software changes, approval samples and ownership of final artwork. Do not treat a generic OEM statement as an approved production scope.
What do quantity, price and payment terms actually cover?
Compare quotations only after quantity tiers, sample treatment, currency, taxes, tooling, packaging, customization and payment milestones are stated on the same basis.
How will lead time and delivery responsibility be measured?
Separate sample preparation, artwork approval, production, inspection and transit. Confirm the delivery term, destination, freight responsibility and the event that starts each lead-time estimate.
What happens after delivery?
Document warranty scope, claim evidence, replacement or repair process, spare-unit policy, software support and response ownership. Recording-related workflows should also assign consent, privacy and retention responsibilities.
03 · COMPARISON SHEET
Normalize each proposal before selecting one.
Use the same decision areas for every supplier or configuration. An unresolved cell should remain visible as an open item rather than being interpreted in the supplier's favour.
| Decision area | Minimum scope to align | Evidence to retain |
|---|---|---|
| Product identity | Exact model, configuration, finish, accessories and packaging | One approved specification or sample record |
| Workflow scope | Users, language pairs, environment, app and connectivity | Representative test record and open exceptions |
| Market readiness | Destination documents, labelling and importer responsibilities | Model- and market-specific document list |
| Commercial basis | Quantity tier, currency, customization, payment and delivery term | Comparable written quotation |
| Execution | Approvals, production milestones, inspection, freight and after-sales | Named owners and acceptance points |