Make an identity row first
Record each seller’s reference, date, validity period and offered unit. Keep stock photographs separate from photographs identified as the offered unit. Do not use a model label as proof that all equipment details are identical.
Use a comparison matrix
Write the actual quotation wording in your own record. “Unknown” is an acceptable entry and should trigger a specific follow-up.
| Comparison row | Record for each offer |
|---|---|
| Unit and condition | Identity, configuration and how condition is described. |
| Included items | Accessories, preparation, documents and any exclusions. |
| Price basis | Currency, validity, taxes stated and payment milestones. |
| Delivery boundary | Named place, responsibilities and separately quoted costs. |
| Open questions | Any inconsistency, omitted charge or unanswered request. |
Separate evidence from preference
Keep your preference for colour, brand or presentation outside the evidence columns. A polished listing is not confirmation of unit condition, title, authority or service availability. Check the underlying facts and documentation.
Ask one clear clarification at a time
Refer to the quotation item or page and say which detail is missing. Keep the seller’s answer with the original quote. Do not silently rewrite an offer to make it appear comparable to another.