Wholesale Enquiry Form: The Fields You Need to Quote Accurately

Written by DROPS.ST.

A useful wholesale enquiry form collects the details that change the quote: the business asking, the catalogue lines, quantities and units, destination, timing, and any essential requirements.

DROPS gives wholesale enquiries a concrete starting point: product records with names, images, units, packages and stock. Your team can discuss an identifiable catalogue line and quantity instead of piecing together an unclear screenshot.

For shop, brand and wholesale teams, including licensed cannabis businesses, decide which information belongs at first contact and which needs a separate process. Keep commercial enquiries, buyer verification and product documentation clearly identified. Complete any checks required before discussing prices or proceeding with a transaction.

The field list below is a starting design recommendation. Adapt it to the products, counterparties and sales channels your business is authorised to serve.

Start with the decisions your quote depends on

Before adding a field, ask what staff will do with its answer.

A quantity determines the requested order size. A destination helps staff assess the proposed supply route and delivery costs. A required date affects availability. A telephone number may be useful, but it need not be compulsory when the enquiry can be handled by email.

In Canada, the Office of the Privacy Commissioner's PIPEDA guidance says organisations should limit personal-information collection to what they need for an identified, legitimate purpose. Use that principle when deciding what belongs on your form, while checking the privacy rules applicable to your organisation. OPC guidance on limiting collection.

Use a short initial field list

These fields give the person preparing the quote a commercial starting point.

Allow more than one catalogue line without forcing the buyer to describe an entire order in a single text box.

Pair every quantity with a unit. If cases contain twelve units, show that pack size beside the quantity field. “48” alone does not tell staff whether the enquiry concerns 48 units or 48 cases.

Give buyers a way to say that a detail is undecided. “Timing to be confirmed” is more useful than an invented delivery date. Staff can then identify what must be clarified.

For the menu information that supports this form, see what to include in a wholesale cannabis menu.

Make additional fields earn their place

A website, telephone number, target budget, expected reorder frequency and preferred reply method can help in some quoting workflows. Make them optional unless staff need them for a defined decision.

A target budget can guide a discussion, but withholding it should not automatically make an otherwise clear enquiry incomplete. A reorder forecast is an estimate, not a purchase commitment.

Ask for a complete delivery address when the actual location is needed to assess delivery, eligibility or price. Otherwise, collect the region or postal code first and obtain the remaining details at the appropriate stage.

Avoid a general upload box inviting buyers to send identity documents, bank statements or unrelated records. Request necessary documents through a defined process with appropriate access controls.

Beside the form, explain how the enquiry information will be used and link to the full privacy notice. Keep optional marketing choices separate from handling the quotation. OPC guidance emphasises understandable explanations and a choice for personal-information uses beyond those necessary to provide the requested service. OPC meaningful-consent guidelines.

Give buyer verification its own owner

A business name entered into a form is self-reported information. It does not establish that the buyer, destination or proposed transaction is eligible.

Define who checks the legal entity, relevant authorisations, authorised purchasing contact and receiving location. Identify any payment, credit or other checks that apply to the actual relationship.

Place those checks at the stage your rules require. If eligibility must be established before quoting or sharing restricted information, perform it then. Data minimisation means collecting justified information; it does not remove required verification or recordkeeping.

A shared password also cannot establish individual buyer eligibility. If you restrict catalogue access, distinguish that access decision from account approval. See the limits of a password-protected storefront.

For Canadian cannabis businesses, review the form and surrounding catalogue content against the applicable promotion rules. Health Canada describes specific, bounded intra-industry provisions; an enquiry form's business audience alone does not establish an exemption. Health Canada promotion guidance.

Keep product documents attached to the right item

Buyer verification answers who may participate. Product documentation answers what is being quoted.

Depending on the transaction, staff may need current specifications, pack details, relevant certificates or test documents, and batch or lot references. Determine the required documents for the specific product and channel.

Record the document version and the catalogue line it supports. If the proposed item changes, review its documents again rather than carrying forward an attachment from an earlier quote.

The enquiry can identify a document requirement. Your team remains responsible for checking that the correct information is available and appropriate to share.

Hand the enquiry to one quote owner

Give each enquiry one responsible person and a next action.

A simple internal record should contain:

• The enquiry reference and received date.
• The assigned owner and next review date.
• Missing commercial details.
• Required verification status.
• The current quote version and stated assumptions.

Before replying, the owner should reconcile item references, quantities, pack sizes, timing and destination. State the currency, pricing unit, included or excluded charges, validity period and remaining conditions.

Make clear whether the response is a preliminary estimate or a quotation awaiting specified checks. Record whether stock has been reserved. Do not let “enquiry received” become “order accepted” through an unclear handoff.

Hypothetical example: clarify the unit before calculating

A purchasing contact requests “48” of catalogue item A, packed twelve units per case, for delivery during a stated week.

The quote owner cannot tell whether this means four cases containing 48 units or 48 cases containing 576 units. They clarify the quantity first, then review timing and destination through the required checks.

The enquiry supplied enough information to expose the ambiguity. A paired quantity-and-unit field would have prevented it.

Test the form with a real quoting task

Ask a colleague to submit an enquiry in an agreed demo or test environment from a phone. Check that they can identify an item, enter its quantity and unit, understand optional fields, and see what happens after submission.

Then ask the quote owner to prepare a response from that record. Any repeated clarification points are candidates for better labels or fields.

Give wholesale customers a clear menu in DROPS

DROPS supports named wholesale packages and quantity pricing tiers, alongside product names, images, units and stock controls. Your team can present buying choices that make a request easier to understand. Define the access and eligibility checks for your market before sharing restricted catalogue or pricing information.

When an agreed enquiry leads to an order, DROPS keeps the order and its items linked to the customer record. Your staff have context for the next conversation instead of treating every enquiry as a new, disconnected thread.

The optional Telegram shop uses the same catalogue and order system as the website. You can maintain those product choices in one shop while serving customers through either channel.

Your enquiry handoff, quotation preparation and buyer approval remain separate processes to define. The catalogue and order tools give those processes an organised foundation; they do not replace required verification.

Explore DROPS, then open the demo shops. Look at how customers choose products and quantities and how an accepted purchase becomes an order. Choose DROPS when you want clear wholesale buying choices, connected customer records and a shop your team can run from one place.