The Commodities Supplier FAQs explain that expired quotations need reconfirmation. This checklist helps you organise that request and review the reply without assuming that an earlier price, source or delivery window still applies.

1. Identify the quotation you want reconfirmed

Start with the quotation reference, issue date and revision number, where one is shown. Read the validity wording and any conditions attached to it. If the deadline includes a time but no time zone, ask which time zone applies. If no validity period is stated, request clarification.

Use the latest supplier-issued version as your starting point. Keep earlier versions for reference, but make it clear which document your team is reviewing. A message saying “please confirm the same price” leaves too much unclear when several products or revisions have been discussed.

If you already have an agreed order, provide its reference and ask how the outstanding question should be handled against that order. Keep an order enquiry separate from a request to renew an unaccepted quotation.

2. State whether your requirement has changed

Tell the supplier whether the original requirement is unchanged. Where something has moved, list the differences explicitly: the required specification, quantity, packaging, destination or arrival window. Include the current specification revision if your technical team has issued a replacement.

A delayed purchase approval may leave the product requirement unchanged but shorten the time available for delivery. State the date the material is needed at the receiving site. Ask the supplier to distinguish a proposed dispatch date from an expected arrival date rather than treating them as interchangeable.

For a recurring requirement, separate the first order from a forecast of later purchases. Ask what the renewed offer covers, rather than assuming that the same terms apply to every future delivery.

3. Ask for confirmation of the complete offer

Price is only one part of the review. Ask the supplier to confirm the following against the same quotation reference:

• The exact product, grade, concentration or other agreed specification.
• The manufacturer or source, where this forms part of your requirement.
• The order quantity, measurement unit and proposed packaging.
• The price basis, currency and any stated inclusions or exclusions.
• The delivery destination, transport scope and proposed timing.
• The documents, samples, tests or inspections included in the offer.
• The payment terms, outstanding conditions and new validity deadline.

Ask for changes to be highlighted in a revised quotation or written confirmation. Where a point cannot yet be confirmed, keep it visible as an open question. Do not turn a provisional answer into a confirmed detail in your purchasing record.

4. Check the starting point for the lead time

A statement such as “lead time from approval” needs a clear starting event. Ask which approval or other condition the supplier means, and whether anything remains outstanding before the proposed timetable can begin.

Also ask whether the earlier quotation included a confirmed allocation of material or transport, and whether that still applies. Keep the supplier’s answer with the renewed offer. If your receiving window has changed, mention appointment requirements, closures or access restrictions that could affect the delivery discussion.

For a full first-time enquiry, the commodity procurement guide sets out the product, quantity and destination information to prepare.

5. Review changes before reusing an internal approval

Compare the response with the version your colleagues reviewed. Route each material change to the appropriate person: a changed specification to the technical reviewer, a changed cost basis to the buyer, and a changed delivery arrangement to the receiving or logistics team.

If a different grade, manufacturer or source is proposed, ask which product documents apply to that offer. Do not attach the old documents to the new quotation simply because the general commodity name is the same. Keep product safety and suitability decisions with the people responsible for assessing the actual material and its intended use.

An internal approval note should identify the quotation revision and the conditions it covers. This makes it easier to spot whether a later change needs another review.

A simple request to reconfirm a quotation

Use the following fields in your enquiry, completing only the details that apply:

• Quotation reference and revision: Identify the supplier’s offer.
• Current requirement: State whether it is unchanged, then list any differences.
• Specification reference: Give the current document name or revision.
• Quantity and packaging: Separate the immediate order from any forecast.
• Destination and required arrival window: Include relevant receiving restrictions.
• Confirmation requested: Ask for the current product offer, commercial terms, delivery basis and new validity deadline.
• Outstanding review points: List the documents or answers your team still needs.

For example: “Please reconfirm quotation [reference and revision]. Our specification and quantity are unchanged, but the required arrival window is now [window]. Please confirm the current offer and highlight any changes to the product, packaging, price basis, delivery arrangements, documents or validity period.”

Keep one current version ready for the order review

Once the reply arrives, record which quotation is current and keep its supporting confirmations together. Before placing the order, check that the purchase details match that version and that any outstanding questions have been resolved. If the new validity deadline passes while a review is still under way, contact the supplier again.

To revisit an enquiry with Commodities Supplier, include the earlier quotation reference and the details that need reconfirming in your quotation enquiry. Current availability, terms and delivery arrangements need to be confirmed for the specific requirement.