A maker should ask whether a supplier has a minimum order, maximum order, or another quantity limit, then request the applicable value in writing. The cited International Trade Administration guidance does not provide a standard limit. It recommends including total charges in a pro forma quotation and lists unit prices, extended totals, and a quotation validity period among the details to check.
Questions to Ask the Supplier
| Question | Written confirmation to request |
|---|---|
| Does the supplier impose a minimum or maximum order quantity? | The exact quantity limit and the items to which it applies. |
| Does the limit apply to an item, order, shipment, or another basis? | A clear explanation of how the limit is calculated. |
| Is the order measured by individual units, packs, sets, or another unit? | The unit used for every quantity shown in the quotation. |
| Can a quantity below the stated minimum or above the stated maximum be quoted? | The supplier’s written response to that specific quantity. |
| Does the price vary with order quantity? | Both the unit price and the extended total for the requested quantity. |
| Are all charges identified? | A pro forma quotation showing the “total charges to be paid by customer.” |
| How long does the quotation remain valid? | The quotation’s explicit validity period. |
| Does the written quotation match the requested quantity and totals? | Confirmation of the quantity, unit price, extended total, total charges, and validity period. |
The International Trade Administration lists “prices of items: per unit and extended totals” as pro forma invoice details. A unit price alone therefore should not be used as the apparent cost of the full order; the extended total provides the corresponding quantity-level figure.
How to Check the Quotation
A maker can check the quotation in a fixed sequence:
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Find the quantity terms. Look for any stated minimum, maximum, or other quantity restriction. If none appears, that absence should not be treated as unlimited capacity; the supplier must confirm the point.
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Check the unit. Confirm that the quantity refers to the same unit used for pricing.
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Compare the pricing fields. A quotation that states a unit price but omits the extended total leaves the total for the requested quantity unconfirmed.
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Locate the total charges. The International Trade Administration recommends including total charges in a pro forma quotation. A buyer should therefore ask whether the document shows the full amount payable rather than only item prices.
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Check the validity period. The International Trade Administration lists a quotation validity period among pro forma details, but the cited guidance does not provide a universal period. The applicable dates must come from the supplier’s quotation.
What the Maker Must Still Confirm
The cited material supports a quotation checklist, not a numerical answer about any particular supplier. The supplier-specific limit, applicable unit, accepted quantity, extended total, total charges, and validity period still require confirmation in the supplier’s own quotation or written response.
The source wording is also important: the International Trade Administration recommends including total charges and lists other pro forma details. Those statements should not be presented as a universal legal or contractual requirement.