ShankuChakraKnowledge & Industry Hub

ShankuChakra Protocol

SCP-001 — Export Enquiry Protocol

Revision date: 2026-09-01

ShankuChakra recommended operational protocol — this is not an official government or international standard.

Purpose

To ensure that an incoming export enquiry is captured completely and consistently, so that an accurate quotation and product match can be prepared without repeated back-and-forth with the buyer.

Scope

Applies to the initial handling of any inbound buyer enquiry for Indian spices, agricultural commodities or food products, received by email, web form, trade platform message, or in-person meeting.

Definitions

Enquiry
An unconfirmed request from a prospective buyer for product information, pricing or availability.
Lead qualification
The process of assessing whether an enquiry represents a genuine, actionable business opportunity.

Required Information

  • Buyer company name and country
  • Product(s) of interest and required specification
  • Required quantity and unit (kg, MT, containers)
  • Target Incoterm (e.g., FOB, CFR, CIF) and destination port
  • Preferred packaging type and size
  • Target shipment period
  • Any certification requirements (organic, specific lab reports, etc.)
  • Preferred payment terms, if already known

Procedure

  1. Log the enquiry in the enquiry register with date, source and buyer details.
  2. Confirm the product specification the buyer actually needs — do not assume based on product name alone.
  3. Check current availability, indicative pricing and lead time internally before responding.
  4. Respond to the buyer acknowledging receipt within a defined internal service-level time.
  5. Request any missing required information listed above before issuing a firm quotation.
  6. Record the enquiry outcome (quoted, converted, lost, no response) for future reference.

Checklist

  • Buyer identity and country recorded
  • Product specification clarified in writing
  • Quantity and Incoterm confirmed
  • Destination port confirmed
  • Target shipment window recorded
  • Internal availability checked before quoting

Documents Required

  • Buyer enquiry record
  • Draft product specification sheet
  • Indicative quotation (if issued)

Risks

  • Quoting against an assumed specification that does not match what the buyer actually needs
  • Committing to a shipment window without checking internal availability
  • Losing enquiry history and repeating the same clarification questions across communications

Common Mistakes

  • Sending a generic price list without capturing the buyer's actual specification
  • Not recording which Incoterm the quoted price is based on
  • Failing to ask about certification or lab report requirements at the enquiry stage

Verification Points

  • Has the product specification been confirmed in writing, not assumed?
  • Is it clear which Incoterm and port the quotation is based on?
  • Has the enquiry been logged for tracking and follow-up?

Disclaimer

This is a ShankuChakra recommended operational protocol, not an official government, regulatory, or international standard. It reflects common industry practice and should be adapted to the specific buyer, product, destination and contract. Always verify current legal, regulatory and customs requirements with the relevant authority before relying on this protocol for a commercial shipment.