Key takeaways
- Ask how fast quotes come back and what happens when a line takes longer.
- Find out who your contact is and how you will hear about delays.
- Check how equivalents are named and what the price includes.
- Confirm returns, compliance support and payment options before the first order.
- Verify registrations yourself, and start with a small order.
Speed
1. How fast do you send quotes, and what happens when a line takes longer?
Look for a specific answer, such as "within one business day." Just as important is what happens when a line needs more time. A good supplier tells you the same day and gives you a date, instead of going quiet.
2. How do you handle urgent orders?
Ask whether the supplier can split an order so urgent items ship first, and whether they will tell you the real ship date before you commit.
Communication
3. Who is my contact, from quote to delivery?
One named person who knows your order beats a ticket queue. Ask how to reach them and how quickly they reply.
4. How will I hear about backorders or delays?
The right answer is "right away, before you have to ask," with a new date and options. You should get an order confirmation and tracking without chasing.
Reliability
5. Do you quote the exact item, or an equivalent?
Either can be fine, but every equivalent should be named on the quote, and nothing should be swapped after you order without your approval.
6. What does the price include?
Ask whether freight and tax are included or separate, and how long the quote is valid. A low price with surprise freight is not a low price.
7. What happens if something arrives wrong or damaged?
Look for clear, written terms: how to report a problem, how fast it gets fixed, and who pays return freight when the supplier made the mistake.
Fit for your office
8. Can you meet our compliance needs?
If your purchases require things like country of origin, Trade Agreements Act compliance, safety data sheets or recycled content, ask how the supplier confirms them. The honest answer may be "not for that item," and that is better than a guess.
9. How can we pay?
Check that the supplier takes the methods your office uses, such as purchase orders, government purchase cards or company cards, and handles tax exemptions correctly.
10. What registrations and certifications do you have?
For government work, ask for the supplier's SAM.gov status, UEI and CAGE code, and any small business certifications. Do not take a website's word for it. Look them up yourself on SAM.gov or your state's certification directory.
Red flags
- Vague answers about ship dates.
- Quotes that do not name the item or the brand.
- No written return or damage terms.
- Claims of certifications you cannot verify.
- Slow replies before you have even ordered.
A small first order is the best test. It shows you how a supplier quotes, communicates and delivers, with little at stake.
How we answer
Here is how Good Vibes Supply LLC answers these questions today:
- Speed: most quotes go out within one business day, and if a line needs more time, we tell you the same day and give you a date.
- Contact: the person who quotes your order follows it through delivery.
- Updates: order confirmation, tracking when it ships, and a heads-up right away if anything changes.
- Quotes: every line shows the exact item or a named equivalent, the price and the expected ship date.
- Terms: our terms of sale are posted in plain language.
- Payment: purchase orders and purchase cards, including GSA SmartPay.
- Registrations: SAM.gov registration, UEI, CAGE code, California Small Business certification and SBA WOSB certification are in progress, and we post each one as it is issued.
Questions buyers ask
What is the most important thing to check in a new supplier?
How they communicate when something goes wrong. Ask how you will hear about delays and backorders, and test it with a small first order.
How do I verify a supplier's government registration?
Search the supplier's legal name or UEI on SAM.gov, and check your state's certification directory for small business status.