GHOSTOperational Solutions, LLC

Procurement Request Checklist

Start with a requirement suppliers can understand.

A clear request reduces avoidable follow-up and helps sourcing teams evaluate availability, lead time, delivery, and documentation needs.

Before you send a request

Organize the known facts. Mark the unknowns.

You do not need every answer before starting a conversation. Include what is known, label assumptions, and distinguish firm requirements from preferences so potential sources can respond accurately.

This checklist is general preparation guidance, not a substitute for a solicitation, statement of work, engineering review, contracting direction, or legal advice.

01

Describe the need

  • Plain-language product or service description
  • Manufacturer, brand, model, part number, or drawing reference when applicable
  • Required specifications and acceptable equivalents
  • Condition requirements such as new, unused, or manufacturer-authorized
02

Define quantity and packaging

  • Quantity and unit of measure
  • Packaging, labeling, shelf-life, lot, or minimum-order constraints
  • Whether partial quantities or split deliveries are acceptable
03

Clarify delivery

  • Delivery city, state, postal code, and receiving location
  • Required date versus requested or preferred date
  • Site hours, appointment, access, liftgate, inside-delivery, or other receiving constraints
04

List required records

  • Quote validity and response deadline
  • Product data, certificates, country-of-origin, warranty, or traceability documents when required
  • Any required quote format, line-item structure, or referenced terms
05

Name the response contact

  • Contact name, organization, email, and phone
  • Questions that must be answered in the quote
  • How substitutions, exceptions, and lead-time risks should be identified
06

Review before sending

  • Separate mandatory requirements from preferences
  • Check that attachments match the request
  • State known uncertainties instead of filling gaps with assumptions

Protect sensitive information

Use the appropriate controlled channel.

Do not send passwords, payment-card details, classified information, export-controlled technical data, controlled technical information, protected health information, or other sensitive records through the general email link on this website. Confirm an authorized transmission method with the intended recipient first.

Choose the right inquiry path →

Start a conversation

Ready to discuss a procurement requirement?

Use the checklist to prepare the non-sensitive details you can share, then start a procurement-support conversation.

Start Procurement Email →