Start with the customer profile, not a long list of badges
Describe the type of vehicle your forecourt needs: for example, an automatic family SUV, a small first car or a light commercial vehicle with particular loading requirements. Add preferred makes and models, but say whether alternatives are acceptable. For a specific customer requirement, describe the vehicle need without sharing the customer’s name, address or finance information.
State the buying budget separately from an expected retail price
A supplier needs your buying limit, not only the price you hope to advertise later. Say whether your limit includes preparation and transport or whether these will be assessed separately. Ask for the vehicle’s VAT treatment and a breakdown of any applicable charges. Do not assume that a buying price leaves a particular resale margin.
Use must-have, preferred and flexible categories
Put transmission, body type and any non-negotiable features in the must-have group. Give separate age and mileage limits. List colour or trim as preferences if you can compromise. State what service records you need to see and whether you will consider cosmetic or mechanical preparation. “Full history” should be clarified against the actual supporting records for a proposed car.
Give a destination and a realistic decision window
Include the town or delivery postcode and whether your own transporter will collect. Distinguish a preferred date from a firm deadline. A sourcing enquiry is not a reservation: no vehicle, timescale or delivery slot should be assumed until confirmed. If a requirement changes, update the brief before further stock is proposed.
Compare each response against the same short checklist
Ask the supplier to confirm the exact variant, mileage, known faults, available history, MOT position, keys, vehicle price and additional charges. Note anything still unverified. If two cars meet different parts of the brief, compare those differences directly rather than treating their asking prices as the entire decision.
Example brief: specific enough to act on
Illustrative example, not advertised stock: “Automatic family SUV; maximum vehicle buying budget £15,000; 2019 onwards; up to 70,000 miles; service records available to review; two keys preferred; cosmetic preparation considered; delivery to Greater Manchester to be quoted separately; flexible on colour. Confirm VAT treatment and known faults before I decide.” Your own budget and requirements may be different.
Further information
Rules and individual circumstances can change. Check official guidance and obtain professional advice where needed.