Begin with the application
Explain what the metal or component will do and where it will be used. A profile or part number is easier to understand when it is connected to a project purpose. If the enquiry relates to a specific detail, include that drawing reference.
Set out the material requirements
Provide the material, grade, dimensions and quantity already defined by the project. If a grade or finish is undecided, state that clearly. Avoid presenting an indicative size or material as a final requirement.
Keep line items separate
A schedule is easier to read when different parts, lengths and material grades have their own entries. Include a reference for each item and use the same reference in the drawing or supporting information.
Describe the programme
Give the target date and explain whether the requirement is needed together or in phases. Timing, availability and any processing requirements are discussed against the individual enquiry.
Include the delivery information
Add the delivery town or postcode and any important site access requirements. State whether there are restrictions on delivery time, vehicle access or unloading that should be considered.
Flag what is still to be decided
An enquiry can still be useful when some details are not final. Mark those details clearly and explain what information is needed to resolve them. This prevents assumptions from becoming part of the requirement.