1. Start with the menu.
Write the ingredients and operating supplies your kitchen actually needs. Group the list into staples, oils, dairy, proteins, spices, sauces, beverages and packaging. Use your own recipes and demand plan to calculate quantities; a supplier cannot infer your portion requirements from the business type alone.
2. Make each line specific.
Record the product name, quantity and unit. “Rice — 4 bags of 25 kg” is clearer than “rice — 4”. Where pack size has not been decided, state the total required quantity and ask the team to discuss available formats. Include the variety, brand or product form when it affects your recipes.
3. Separate requirements that differ.
If two products share a name but need different brands, grades or packs, describe them separately. When using the Horecal basket, add a note that explains the quantities for each specification. Consolidating the conversation should not remove the details that help your kitchen receive the right item.
4. Add receiving details.
Give the business name, contact person, delivery area and timing to discuss. Mention your receiving process and any handling or documentation requirements. Confirm arrangements with the team before treating a requested delivery date as agreed.
5. Review the quote.
Check the exact product, brand, pack size, quantity, price and commercial terms. Ask about substitutions before accepting them. Save the agreed details for your internal receiving checks and confirm how the team will handle any item that cannot be supplied as requested.