Start with the product
Use a grade or a purchase specification. If your project permits alternatives, list the limits that cannot change. A familiar trade name alone may leave too much room for interpretation.
Make the logistics explicit
Record quantity, packaging, destination and delivery window together. Include any receiving restrictions and whether the need is a single shipment or recurring.
Agree the evidence
Ask which documents will accompany the offer and which will only exist after production or loading. Keep that distinction visible in the purchase review.