Kinzmen International · kinzmen-int.com/resources/fleet-procurement-brief · Reviewed November 1, 2026
Guide 01 · Printable checklist
Gather the information a supplier needs before it can quote: who is buying, where the vehicles are going, what they will do, how many are needed and when. The checklist follows the four steps of our quote request form.
A supplier can only quote what has been defined. When the destination, intended use, quantity and timing are stated at the start, the offers that come back are easier to compare and less likely to describe the wrong vehicle, the wrong delivery point or the wrong market specification.
This brief follows the same four steps as our quote request form. Print it or save it as a PDF, fill it in with your colleagues, and then enter the answers in the form. Items marked (required) are the minimum the form asks for; everything else helps but can wait.
You do not need specialist trade knowledge to complete it. Help me choose, To be determined, Flexible and Not sure are acceptable answers, and an honest “not sure” is more useful than a guess.
Why the destination matters. The destination shapes almost every later decision: the market specification, steering side, required equipment, documents, eligibility for import and road use, and where the supplier’s delivery responsibility should end. If your business is based in one country and the vehicles are going to another, state both.
Quantity bands organize the enquiry. They are not a minimum order commitment by you or an acceptance by any supplier; minimum quantities depend on the vehicle, the supplier and the delivery arrangements.
State the budget basis. Say whether the figure is per vehicle or for the whole order, and which delivery point it assumes. A budget for vehicles collected at the supplier’s premises cannot be compared with a price delivered to your location.
New or used. If used vehicles are acceptable, registration status and age matter. China’s rules on used-vehicle exports specifically address vehicles that were registered shortly before export, including manufacturer aftersales documentation (MOFCOM policy summary). Describe the condition you need accurately; brief registration is not a way around export rules.
The delivery question in plain language. “Where should the supplier’s responsibility end?” is the practical version of choosing a trade term. Incoterms® rules, published by the International Chamber of Commerce, clarify the tasks, costs and risks involved in delivering goods from seller to buyer (ICC). They do not settle payment, transfer of title, specification or remedies, which need their own contract terms. The final Incoterm is confirmed in the quotation, and a price that ends at an export port is not an all-inclusive registered price at your premises.
Detailed technical answers are optional at first contact. Planning an EV Fleet Purchase covers the questions to settle before an order.
Canadian supply requires a review of the vehicle specification and the applicable import arrangements, and we assess the route before presenting any supply proposal. Imports into Canada of vehicles originating in China that Notice 1168 defines as EVs, which by tariff item include hybrid and plug-in hybrid as well as battery-electric vehicles, are administered under a quota that limits eligible importers and requires a shipment-specific import permit (Global Affairs Canada, Notice 1168). Vehicle safety admissibility is a separate question: Transport Canada explains that a vehicle built and certified to another country’s standards generally cannot be modified to meet Canadian standards (Transport Canada). Availability in China does not by itself establish Canadian road-use eligibility.
The items below all go in the form’s single Your requirement box, so keep them short.
We review the requirement and contact you about the next steps. If information is still needed to assess sourcing options for your destination, we will ask for it.
Submitting an enquiry does not reserve vehicles, secure an allocation or create a purchase order. A vehicle is available for purchase only when its specification, supply status and commercial terms have been confirmed in a written proposal. Once offers exist, Comparing International Vehicle Quotations explains how to read them side by side.
Regulatory references were checked on the review date shown for this guide. Rules change: recheck the cited source before relying on it for a transaction.
Official and primary sources cited in this guide, checked on the review date.
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When the destination, use, quantity and timing are clear, send them as a procurement enquiry. It starts a commercial assessment; it does not reserve vehicles or create a purchase order.