When selecting a ladder supplier it is helpful to start with a defined product requirement, rather than asking for a general catalog and price list. Apply same application details, request same model specific information and compare answers on one RFQ version. Approved details should then also be used in subsequent sample, quotation, order and shipment document processing.
This Checklist is designed to assist importers, distributors, retailers and project buyers to organize their buying process effectively. In supplying ladders, there are many different models, specifications and commercial offers. This Checklist sets out what you should define, ask for and confirm by written communication before you decide to place an order to purchase.
1. Define the Ladder Category Before Contacting a Supplier
It’s helpful to start by clearly naming the product category and the job it’s required to do. “Ladders” is too general to compare usefully. So for example, is the enquiry for a Telescopic Ladder, Step Ladder, Work Platform, Aluminium Ladder, Steel Ladder, Utility Scaffold or Aluminium Scaffold, or something else?
Add a short use-case statement to cover off the following questions:
- Who is the intended user?
- What task will the product support?
- Where will it be used and stored?
- How often will it be moved?
- What access or working position does the task require?
- What transport or shelf-space limits apply?
- What documents must accompany the quotation?
Keep Use Cases separate from Solutions requested. Describe the task to be done and the environment in which it will take place. Then ask the ladder supplier for a suitable model and your team can review the proposed product as opposed to accepting a model name without any reference to the preceding Use Case.
2. Build a Model-Specific Information Checklist
Request specifications for one identified model at a time. If a supplier proposes to offer alternatives, then request a separate specification record for each proposed alternative model. In comparing various models do not confuse dimensions of one model with packaging of another and photographs of a third.
Your technical request can include the following fields:
- Product category and model reference
- Intended application
- Open, closed, folded, or working dimensions, as relevant.
- Product weight and stated load information
- Main material and component description
- Step, rung, platform, locking, or support details relevant to the model
- Instructions for setup, use, inspection, storage, and maintenance.
- Product markings and label content
- Unit packaging and master-carton information
- Included parts, accessories, and documents
- Photographs or drawings that illustrate the referenced model.
Treat every requested field as a question until the supplier provides the answer for the specific model you are looking for. If a detail affects fit, packaging, handling or documentation, get the supplier to add this to the quotation or a separate specification sheet that they can attach to the chat rather than leaving a message.
3. Send One RFQ for One Defined Product
Reference the new RFQ with a Reference Number and Revision Date. Use the same Target Product Definition for all Candidates. If there is a change to your requirement then issue a new Revision of the affected fields.
A focused ladder sourcing RFQ should tell the supplier:
- The target product category
- The intended application and sales channel
- The quantity for quotation
- The delivery destination
- The packaging information you need reviewed
- The labeling or documentation fields you need discussed
- The sample request, if applicable
- The requested quotation currency and trade basis
- The response deadline
Buyer contact person for technical and commercial questions.
Please can the supplier highlight any assumptions, exclusions and optional items within their response to this RFQ. Also could the supplier please advise on an expiry date for the quotation. It would also be useful if the supplier could refer to the model number and the relevant RFQ revision number within their response. If a field is left open please could it be clearly marked as open rather than the buyer having to assume an internal default.
4. Compare Product Fit Before Comparing the Total Quote
Determine whether each of the models proposed for a task corresponds to the task defined previously. Create a simple comparison table, with one line for each model and each of the required fields as a column. Use “confirmed”, “pending”, “revised”, or “not applicable” to fill in each cell.
Review these areas in sequence:
- Application fit: Does the proposed category fit the task described in the RFQ?
- Model identity: Does model reference, images, drawings and written description represent same product?
- Technical fields: Are all dimension, material, load, part and instruction questions for a model answered by the supplier?
- Packaging fields: Unit and outer-pack packaging details should be clearly distinguished from each other.
- Order fields: Quantity, destination, trade terms, payment terms and validity of quote must be clearly assigned.
- Open items: Both parties can see which points are still outstanding for confirmation.
Commercial totals should only be compared after the product rows have described offers that can be compared. Packaging and documents listed in the quote should be clearly noted in the evaluation and treated as differences between comparable offers rather than being included in the totals and treated as equivalent.
5. Review Documents and Production Questions
Use your pre-order discussion with the buyer to identify what documents you need and when you need them to review them against. You would typically ask for model specific instructions, markings, drawings, and other records such as packing details etc. as agreed.
Make sure to keep production related questions concrete. Don’t ask if the quality will be “good” but rather how you can ensure that you receive the quoted model. Ask which references have been approved for production and how you can be informed of any changes. Finally, ask what can be checked in details before the item is being shipped.
Useful questions include:
- Which document controls the product specification for this order?
- How will the model and order revision appear on records?
- Who receives technical questions from the buyer?
- Who confirms commercial changes?
- How will a proposed substitution or revision be presented for approval?
- What are the packaging details that we will confirm prior to production?
- Which pre-shipment records can be supplied for buyer review?
Document the supplier’s responses to your questions within the sourcing file. Assign an owner and set a due date for all open issues.
6. Control Samples, Quotations, and Revisions
If a sample is part of the project, give it a sample reference and link that reference to the quotation and specification under review. Note what the sample is intended to confirm. This may include product identity, operation, dimensions, markings, included parts, packaging, or another project-specific point.
Sample approved does not mean that all details have been approved. Record what was reviewed, what has not yet been reviewed, and if any changes later require approval.
Apply the same discipline to quotations as to other documents. Retain all previous revisions of a quote in addition to the current version. Before you replace the working copy of a quote with a new version, compare the changed fields first. Verify changes to product, packing, quantity, destination, price basis, terms, etc. in the same document record.
Before you place your order, check the model reference you are interested in against the following:
- The final RFQ revision
- The approved specification record
- The sample record, when used
- The accepted quotation
- The purchase order or equivalent order document
- The agreed packaging and marking record
7. Confirm Packaging and Order Terms Separately
Package and commercial terms should have their own review sections, not be hidden within the product description.
In packaging section, specify whether Unit-pack or Outer-pack is required, quantity to be packed, dimensions and weight of packed item, labels required, additional documents required and any other artwork or wording required and who approves what and what is current version.
To confirm order terms with a supplier of ladders ordered for a project, have them write out the quantity for this order, validity of the offer in the quote, start of production, payment and shipping terms, delivery address, list of documents to be delivered, warranty terms and after sales service terms. Treat these as fields to complete for, as there are often significant differences between different models and previous orders.
For Change Control, identify a single Buyer contact and a single Supplier contact. Revised requirements for change control should be routed through these owners for update of technical and commercial records.
8. Perform a Pre-Shipment Document Check
Verify available documents against accepted order prior to shipment. Document scope is project specific and must be defined during RFQ process.
Use a final check such as:
- Does the shipment record use the accepted model reference?
- Do quantities match the accepted order record?
- Do packaging references match the approved version?
- Are required markings and buyer-provided files associated with the correct version?
- Is it agreed documentation present and associated with the correct product?
- Have all approved changes been incorporated into the current data?
- Are unresolved items clearly listed for action?
Close open items appropriately and record their disposition and the person who confirmed it and not just because shipment is near.
9. How Jadduo Fits the Sourcing Conversation
The Jadduo company website describes the company as a manufacturer of ladders. The About Us section outlines the various types of ladders and platforms that Jadduo produce including: Telescopic ladders, Step ladders, Utility scaffolds, Aluminium scaffolds, Work platforms, Aluminium ladders, Steel ladders.
When you have selected a relevant category from our product section, you can start preparing a model-specific inquiry using the above checklist. In your inquiry please make sure to clearly state the application, required quantity, delivery destination, the information you require and any documents your team needs to review against. Finally please ensure that we provide you with a written confirmation for all the technical and commercial details that are relevant to your project.
FAQ
Should I request a sample before a bulk order?
Decide according to the project and define what the sample must confirm. If you request one, connect its reference to the model, quotation revision, and written review record.
What details should be confirmed before shipment?
Verify accepted model ref, quantity, packaging change, markings, required documents and any approved changes against current order record. Assign owner to any unresolved items.
How can I contact Jadduo about a ladder sourcing project?
Use the Jadduo contact page. Specify the product category, application, quantity, destination and the required information and documents you need. A structured inquiry helps both parties to immediately see what has to be confirmed.
Prepare a Clear Ladder Sourcing Request
Start strong by creating a precise RFQ. Outline the task, determine the product category and list all model specific fields required. Clearly separate questions pertaining to the product, the packaging and the commercial terms. Follow the same references throughout the sample review, quotations changes, order confirmation and finally the checking of the corresponding documents for shipment.
