Seed Quotation Checklist: Eight Commercial Terms to Confirm Before Approval

Which commercial details should a reseller verify in a seed quotation before accepting a supply arrangement?

A seed quotation should be read as a set of separate commercial fields, not as a single price or an automatic confirmation of supply. Adding products to an enquiry basket and sending the form does not conclude a purchase contract. An automated acknowledgement only confirms that the enquiry has been received for review. The commercial terms of a proposed purchase are set out in the quotation and any subsequent agreement.

Use https://bulkseedsinternational.com/en/policies/terms-of-service/ to understand the distinction between enquiries, quotations and supply terms, then apply the following line-by-line review before approving a supply arrangement.

Check the commercial fields one by one

1. Variety, quantity and availability. Match the variety and requested quantity in the quotation. A catalogue entry and its listed price do not confirm current stock, and a catalogue listing does not confirm that a variety can be supplied to every destination. If current availability is not stated, keep it open rather than inferring it from the catalogue.
2. Pack size and unit. Record the pack size and the unit used for the requested quantity. A price per kilogram is a different basis from a price for a stated number of seeds, so use the product's recorded unit. Include packaging requirements as a separate line. For a focused check of this distinction, see Compare seed quotations without mixing weight and seed counts.
3. Price. Identify the price actually quoted and distinguish it from the catalogue price. Pack size, available quantity and final price are checked in the quotation; a listing price is not a substitute for that review.
4. Applicable taxes. Check that applicable taxes are specified separately. Keep the tax field separate from the product price rather than treating the listed price as the complete commercial amount.
5. Shipping charges. Confirm shipping charges as their own field rather than assuming that they are included in the product price. Shipping charges are confirmed in the quotation.
6. Documentation and import responsibilities. Confirm documentation costs and the responsibilities for documents, customs clearance, duties and taxes. Before agreeing a shipment, the applicable import conditions and those responsibilities must be clarified.
7. Payment terms. Read payment terms as their own field. If they are incomplete or ambiguous, ask for clarification instead of carrying them forward as settled.
8. Delivery arrangements. Check the destination country and postal code against the enquiry and quotation, then confirm the delivery arrangements. If a delivery date was requested, label it as requested rather than promised: a requested date is not a confirmed delivery commitment.

Keep unresolved conditions visible

Give every commercial item a visible status instead of relying on one general note such as quotation received. A practical status list is:

• Confirmed in the quotation
• Agreed separately
• Awaiting supplier response
• Awaiting reseller approval
• Not applicable

Add the affected variety, field and destination to each open point. Do not close a field because an automated acknowledgement arrived. If a condition is unanswered, request it in writing and keep it marked pending. Neither a catalogue entry nor the fact that an enquiry was sent substitutes for the quotation and any subsequent agreement.

A practical pre-approval sequence

1. Create one row per variety with requested quantity, pack size, unit, quoted price, availability and destination. This makes omissions visible and prevents weight-based figures from being compared with seed counts.
2. Add separate columns for taxes, shipping charges, documentation costs, payment terms, delivery arrangements, required documents and import responsibilities.
3. Compare the quotation with the destination, requested delivery date and documentation needs. Keep the requested date separate from a confirmed delivery commitment.
4. Resolve pending fields in writing and record whether each answer appears in the quotation or the subsequent agreement.
5. Complete the internal review only after each field is confirmed, marked not applicable or recorded as an explicit exception. The existence of an enquiry does not itself settle supply terms.

Reviewing the fields separately makes omissions visible and keeps unresolved conditions from being lost inside a general acknowledgement. It also preserves the essential distinction: an enquiry starts the review, while the quotation and subsequent agreement record the supply terms.