Build a better sourcing brief

Start with a specification that companies can quote

Species; grade; dimensions; moisture; volume in m³ or board feet; origin; delivery destination; required date; requested certification evidence.

1. Wood species. Record the exact requirement and supporting information you need from a prospective supplier.
2. Grade and dimensions. Record the exact requirement and supporting information you need from a prospective supplier.
3. Moisture and treatment. Record the exact requirement and supporting information you need from a prospective supplier.
4. Origin and stock location. Record the exact requirement and supporting information you need from a prospective supplier.
5. Chain-of-custody evidence. Record the exact requirement and supporting information you need from a prospective supplier.
6. Order quantity and delivery terms. Record the exact requirement and supporting information you need from a prospective supplier.

Make prices comparable

Request a dated price, its currency, the unit of measure, the delivery basis and a quotation expiry date. Keep freight, insurance, inspection, duties and taxes visible as separate cost lines where applicable.

Record species, grade, moisture and actual dimensions. A regional sawnwood average does not establish the price of a particular lumber grade or a delivered load.

Confirm fit before committing

Ask the company for product documentation, an appropriate sales contact, its quotation terms and delivery options. Keep the supplier’s answers alongside your brief so you can compare the same requirements across the shortlist.