Describe the condition of the vanilla pods you want to buy. State whether you need fresh pods after harvest or pods that have undergone a particular handling process. The supplier needs this distinction before offering a lot.
Define the pod condition
The IDB catalogue lists Planifolia fresh vanilla from Java and Bali with a pod length of 14 to 18 cm. If you need a different length range, state it in your enquiry together with the colour and acceptable surface condition. Explain the intended use so the supplier can understand your requirements.
A label such as “premium” does not define acceptance criteria. If split pods or surface damage are unacceptable, say so in the specification and agree on any tolerances.
Agree on sample checks
Photos can help with an initial review of colour and shape. For sample approval, record how length, physical condition and any other required parameters will be checked. Include test methods and acceptance limits if testing is needed.
Ask which lot the sample represents and when it was inspected. Keep the inspection record to compare the offered goods with the approved sample.
Handling and delivery dates
State the order volume, net weight per pack, destination and target arrival date. Standard catalogue packing is vacuum-sealed in cartons; tell us if you need something else. Ask about post-harvest handling and shipping dates too, as these need confirmation for the lot being offered.
An enquiry you can adapt
Example buyer format: “We need fresh vanilla in [pod condition] for [use]. Required length: [range]. Surface requirements: [criteria]. Volume: [quantity]. Destination: [port, country]. Target arrival: [month]. Please send lot photos, post-harvest handling details, packing options and sample terms.”
Contact the IDB trade team with your requirements. Mark any points that need discussion before quotation. See also fresh vanilla in the catalogue.