A proforma request should reduce ambiguity. If it contains an old product photograph, approximate quantities and a delivery address copied from a previous shop, the document that comes back may look formal while still describing the wrong purchase. The quality of the request determines how useful the review can be.
For an independent retailer, the practical goal is to assemble a clear proposed order and ask the supplier to set out the relevant commercial details. Confirm the status and intended use of the document directly. Do not assume that receiving it, approving it or paying against it has a particular effect beyond the arrangements actually agreed.
At a glance
- State exact references, variants and units of sale.
- Keep requested dates distinct from confirmed arrangements.
- Review the returned document against the same version of your request.
In this guide
- Finish the selection before asking for a total
- Give the supplier the right buyer information
- A concise request structure
- Use one hypothetical version exercise
- Review the returned document line by line
- Close open questions before the next step
Finish the selection before asking for a total
List the exact supplier reference, product name, variant and quantity on each line. State the unit of sale where a pair, set or pack could be confused with an individual piece. If a reference remains uncertain, mark it as an open question rather than silently substituting a similar item.
Separate optional lines from the main request. A buyer may want to compare an order with and without a larger decorative piece, but the supplier should not have to infer which total is being requested. Use a clearly named alternative or ask for the optional line to be identified separately.
Give the supplier the right buyer information
Provide the legal or business details needed for the proposed transaction, the contact person and the correct billing and delivery addresses. Check the spelling, postcode and destination before sending. Include relevant business identifiers when requested for the order, using your verified records rather than a remembered number.
Describe any receiving constraints that matter to your shop, such as limited opening hours or a different delivery contact. Ask how those constraints can be accommodated. A note in a request is not evidence that the arrangement has been accepted; look for confirmation in the response.
A concise request structure
| Section | Information to include | Check before sending |
|---|---|---|
| Request identity | Shop name, date and your reference | One current version |
| Buyer and destination | Verified business, billing and delivery details | Addresses are not mixed |
| Order lines | Supplier reference, variant, unit and quantity | Each line is unambiguous |
| Timing | Desired receiving date and relevant constraints | Clearly marked as requested |
| Commercial questions | Currency, applicable charges and payment arrangements | Unconfirmed items remain visible |
Use one hypothetical version exercise
Imagine a shop first requests ten pairs of a small earring design, then decides it needs six pairs and four pairs of another size. Sending only “Please change that to six and add four large” can create confusion if the supplier is handling several references. Send the revised complete line list with a new version date and identify which earlier request it replaces.
The quantities in this example are illustrative and do not represent Toodobem order requirements. The lesson is to keep the proposed purchase readable as a whole. A supplier should not need to assemble a final order from scattered corrections.
Review the returned document line by line
Match the buyer details, addresses, references, variants, units and quantities to your current request. Review the stated prices, currency, charges, validity and payment arrangements. Ask for clarification where a field is missing or differs from what you expected. Do not treat a familiar grand total as sufficient evidence that every line is correct.
Check timing separately. An expected availability date, a dispatch estimate and a desired shop receiving date are different pieces of information. Ask which points are confirmed and which remain conditional. Carry that distinction into your internal calendar so the public launch does not rest on a date the supplier never agreed.
Close open questions before the next step
Keep the reviewed document with the final selection and relevant correspondence. Record who approved the shop’s next action. If a change is made, obtain a corrected document or a clear written agreement that your team can follow. Avoid leaving the buyer and the person managing payment with different versions.
Begin your selection in Toodobem’s catalogue and use the trade contact page for a focused request. A well-prepared proforma enquiry does more than obtain a number: it creates a shared description of the intended purchase, with the remaining decisions visible before anyone acts.
