A multi-product enquiry becomes difficult to manage when names, quantities and questions are scattered across messages. Use a single versioned shortlist so the buyer and supplier can see which presentation each question concerns and whether the answer is complete.
Give each enquiry line its own reference
Number the lines in your request and include the exact product URL. A line reference such as E01 is an enquiry identifier, not a manufacturer SKU. Keep it stable while the request is being discussed so replies can refer to a specific row without copying a long name each time.
Use separate rows for different strengths or commercial presentations, even when the ingredient name is shared. Do not merge artwork variants until the product team confirms whether they are the same saleable item.
Use a compact request matrix
| Column | Example of the information needed |
|---|---|
| Enquiry reference | A stable identifier for this request line |
| Product identity | Full catalogue name and URL |
| Quantity and unit | Provisional number with packs, bottles or another defined basis |
| Open question | Pack confirmation, composition information or another specific request |
| Response status | Open, answered, under review or closed, with an owner |
Separate shared requirements from product questions
Put common information such as company details and the intended market at the top of the request. Keep presentation-specific questions in the relevant rows. This avoids a long repeated paragraph that can become inconsistent when the request changes.
For example, the cloxacillin capsule entry and the co-trimoxazole suspension entry need separate product information even if they share the same intended destination.
Control revisions and close the loop
Give the shortlist a version and date. When you change a quantity or add a presentation, explain the change instead of sending an unexplained replacement. Keep answers against the same line references, with links to any supporting information.
Before the next commercial step, review which questions are resolved, which require qualified review and which products should remain outside the proposal. A complete-looking table should not conceal unanswered fields.
The Dr. ICO Inquiry List helps collect catalogue products. Check the list against your working request matrix before sending it, then keep that version as the reference for the response.
