| Before requesting a quotation | Application and interface definition | Identify the equipment, mouthpiece, and receiving connection. Specify whether the interface is threaded, tapered, press-fit, or another design. | Connection type, mating-part drawing, intended use, operating environment, and any applicable customer or industry requirements. | Send a dimensioned drawing or clear interface specification; do not rely on a product photo alone. |
| Before requesting a quotation | Critical fit dimensions | List the dimensions that control assembly, such as insertion depth, outside and inside diameters, thread details, taper, and sealing surface. | Units, tolerances, measurement datums, thread standard and pitch where applicable, and which dimensions are critical to function. | Mark critical dimensions on the drawing and agree on the inspection method before sampling. |
| Material and finish review | Material suitability | Select material according to the product’s contact conditions, strength, weight, cleaning method, and applicable market requirements. | Exact material grade, any required material declaration, color, surface finish, and whether material substitutions require approval. | Request a written material specification and retain the approved version with the purchase order. |
| Sample quotation | Sample scope and cost | Agree on sample quantity, sample price, any tooling or setup charge, shipping method, and whether sample costs are credited against a later order. | Sample configuration, packaging, payment terms, shipping cost responsibility, and the events that may change the quoted sample cost. | Request a pro forma invoice and a sample schedule before payment. |
| Sample production | Indicative sample lead time | For planning only, a straightforward sample may take about 5–15 working days after specifications and payment are confirmed. Custom tooling or complex finishing can extend the schedule. | Whether the quoted lead time starts after drawing approval, material availability, payment, or tooling completion. | Get the start point and estimated dispatch date in writing; treat the range as indicative, not guaranteed. |
| Fit validation | Assembly and functional fit | Test the sample with the actual mating component. Check insertion depth, looseness or interference, alignment, sealing, and any movement during normal use. | Assembly procedure, any specified fit or leak test, and how defects or measurement disagreements will be handled. | Record results, photos, measured values, and any accepted deviations in a dated sample approval record. |
| Sample approval | Golden sample and revision control | Approve a clearly identified sample and drawing revision before bulk production. A sample alone should not replace a controlled drawing or specification. | Sample identification, drawing revision, approved material and finish, packaging, and change-control procedure. | Keep a signed or otherwise documented approval; require written approval for changes to materials, dimensions, or process. |
| Bulk order planning | Indicative production lead time | As a planning estimate, repeat production may take about 15–35 working days after order confirmation, approved specifications, and material availability. First orders and custom processes may take longer. | Production start date, quantity, capacity allocation, inspection time, holiday effects, and whether lead time ends at completion or dispatch. | Put the agreed schedule and shipment readiness date in the purchase order or order confirmation. |
| Bulk quality control | Inspection and acceptance criteria | Define the inspection dimensions, sampling plan or inspection level, workmanship criteria, functional tests, and handling of nonconforming goods before production. | Inspection records available, measurement equipment, product identification, and whether a pre-shipment inspection is permitted. | Agree on objective acceptance criteria; request inspection results for critical dimensions where appropriate. |
| Packaging and shipment | Export packaging | Specify individual protection, quantity per inner and outer carton, carton markings, and protection against transit damage or contamination as appropriate to the product. | Packaging dimensions and weight, labeling language, shipping marks, and any destination-specific packaging requirements. | Approve carton details and labels before dispatch, especially for retail or regulated-market shipments. |
| Export documentation | Commercial shipping documents | Common shipment documents include a commercial invoice, packing list, and transport document such as an air waybill or bill of lading. A certificate of origin may be required by the buyer, customs, or a trade agreement. | Consignee details, product description, quantities, values, country of origin, shipment terms, and any destination-specific document requirements. | Have the buyer or customs broker review the document requirements before shipment; requirements vary by destination and product. |
| Import and compliance review | Classification and market requirements | Tariff classification, duties, product regulations, and required declarations depend on the product’s material, function, destination, and intended use. | Proposed product description and classification basis, plus any certificates or test reports required for the buyer’s market. | Confirm the appropriate HS code and import requirements with a qualified customs broker or relevant authority; do not assume a code from a generic product name. |
| Final order confirmation | Commercial terms and delivery basis | Confirm currency, payment terms, order quantity, delivery address, shipment method, and the agreed Incoterms® rule and named place. | Who arranges freight, insurance, export clearance, import clearance, and responsibility for costs at each stage. | Use the full Incoterms® rule and named place in the quotation and purchase order; verify the allocation of responsibilities. |