Compare supplier quotes by placing the same food description and total quantity into one worksheet, then checking the per-unit price, extended total, and any insurance or shipping costs the supplier states. The U.S. International Trade Administration notes that a pro forma invoice can specify prices per unit and extended totals, while a supplier quotation can specify insurance and shipping costs. Treat any missing amount or term as unconfirmed rather than zero.
Make the offers comparable
Ask each supplier to use a consistent basis for the comparison. Keep the following visible:
| Field | What to record |
|---|---|
| Food description | The description of the food being quoted |
| Total quantity | The quantity covered by the offer |
| Unit basis | The unit used for the per-unit price |
| Unit price | Price per unit, if stated |
| Extended total | Total for the quoted quantity, if stated |
| Insurance | Any amount specified in the quotation |
| Shipping | Any amount specified in the quotation |
| Seller details | The seller’s name and contact details for your purchase file |
If a supplier has a different minimum order quantity (MOQ), record that difference and compare the quantity actually quoted. Do not silently compare different quantities or different food descriptions. A per-unit price helps with unit economics, while the extended total shows the amount for the stated quantity; neither should be used alone when the supplier has stated additional costs.
Separate the goods price from other stated costs
Once the quantity, unit basis, and currency are aligned, a first-pass landed-cost comparison can add the extended total to any insurance and shipping amounts explicitly stated for the same order. Treat that as a partial comparison until any other applicable charges are confirmed.
If a supplier provides a combined figure, ask for a breakdown. If an amount is not stated, mark it for clarification rather than entering zero. If quotes use different currencies, confirm the currency and the conversion basis before making a comparison.
Complete the acquisition record
According to the Hong Kong Centre for Food Safety, Hong Kong food acquisition records must include:
- The date the food was acquired
- The name and contact details of the seller
- The total quantity of the food
- A description of the food
Make sure these fields are captured in the acquisition record, not only in a temporary comparison sheet. Use consistent wording for the food description and quantity so that the quote and the acquisition record can be matched.
What you still need to confirm
The cited pages do not state a Hong Kong minimum order quantity, payment terms, delivery deadlines, currency, tax treatment, packaging specification, or refund or cancellation policy. Ask every supplier to confirm these points in writing; do not infer them simply because a quotation or invoice contains a particular field.
Treat the U.S. International Trade Administration pages as document-format references, not as a substitute for checking Hong Kong legal, licensing, or food-safety requirements. Do not treat a clear quote as proof of supplier status, product suitability, or regulatory compliance.
Before relying on the comparison
Confirm that:
- The product and quantity match, or any MOQ difference is explicit
- The per-unit price and extended total are visible
- Insurance and shipping are stated or marked for clarification
- The seller’s name and contact details, total quantity, food description, and acquisition date can be recorded
- All unresolved commercial terms have been confirmed
If any item remains blank, request clarification. The worksheet then provides a documented commercial comparison; it does not constitute approval of the supplier, product, or compliance position.