Seed wholesale enquiries under German supplier law: what resellers should confirm first

A quotation from a seed wholesaler is a useful document, but it is not automatically a concluded supply contract. Before a reseller builds an order around it, it helps to check a small set of verifiable facts about the supplier: who operates the business, which customers the offer is meant for, whether the enquiry was binding, and which details still have to be agreed separately. This guide sets out the points a retail buyer can confirm from a supplier's own published information and from the quotation itself, so the commercial relationship rests on facts rather than assumptions.

Identify the operator behind the business

Start with the legal notice and the about page. A wholesaler should state the business name, the natural person or company operating it, a postal address and a reachable contact. For a German-based supplier, the legal notice normally also gives details such as the register entry and the VAT identification number where one applies. Record these details in your supplier file and compare them with the name that appears on the quotation and on later invoices. Mismatches between the website operator, the quotation issuer and the invoicing party are worth clarifying before you commit to anything.

Confirm that your business fits the intended customer group

A wholesale catalogue is often written for a defined audience. In the reference case, the offer is aimed at seed retailers, garden shops and resellers rather than at end customers, and the catalogue is described as intended for businesses purchasing seeds for resale. Check whether your own business falls inside that group and whether any conditions, such as resale orientation or minimum order expectations, are mentioned. If your situation is different, ask before relying on listed prices, because a trade price shown in a catalogue is not an offer to every visitor.

Separate an enquiry from a binding order

The enquiry process is usually non-binding by design. Sending a form or filling a basket commonly triggers only an automated acknowledgement that the request has been received for review. That acknowledgement does not conclude a purchase contract, and it does not guarantee availability. Read the enquiry terms carefully for any statement that enquiries are non-binding, and treat the confirmation email as receipt only. The binding step comes later, when a quotation is issued and both sides agree to it.

Read the quotation for the terms that matter

A quotation should specify more than item names and prices. Look for quantities and pack sizes, the applicable taxes, shipping charges, payment terms and delivery arrangements. Check whether the quotation states a validity period and whether it refers to separate supply terms. Availability is usually confirmed per request rather than per catalogue entry, and listed prices do not necessarily confirm current stock. If any of these elements is missing, ask for them in writing before you treat the document as the basis for an order.

Check what product information actually says

Catalogue descriptions and listed prices relate to catalogue entries, not to a specific batch. They generally do not confirm current stock, and they do not replace batch-specific test results or certificates. If your shop or your own customers need documentation such as germination data, purity information or lot references, request it for the proposed shipment. This matters especially when you resell seed and have to answer questions about the material you pass on.

Agree the supply terms in writing

The reference terms describe the purchase conditions as being set out in the quotation and the subsequent agreement, which means the general enquiry pages alone do not complete the contract. Before relying on a quotation, confirm which document will govern the supply, how changes to quantities are handled, and how complaints or returns are dealt with. The reference material notes that returns should be discussed before goods are sent back, and that any return or refund follows the agreed supply terms and applicable law. Ask for the procedure in writing so your team knows whom to contact.

Verify business and tax details where relevant

If you need to reclaim input tax, check that the invoicing party and the tax details are consistent with the operator information published on the website. For a German supplier, the VAT identification number is typically part of the legal notice. Compare it with the documents you receive and raise discrepancies early. This is a routine verification step for cross-border trade and does not imply any doubt about the supplier. Keep the verified details in your purchasing records so later questions can be answered quickly.

Record contact routes and enquiry references

Note the published email address and telephone number, and use one consistent contact route for a given enquiry. When you correct an enquiry that has already been sent, the supplier may ask for its reference, so keep that reference alongside your basket contents. For questions about an agreed order, record the order or quotation reference and describe the issue precisely. For a product complaint, note the item and batch references where available. A simple log of dates, references and open points prevents the same question being asked twice.

Use official import guidance for destination questions

Import conditions are set by the destination country, not by the wholesaler. A catalogue listing does not confirm that a variety can be supplied to every destination. For each botanical name, check the current official requirements for the country you are shipping to, and state the destination and the documents you need in your enquiry. The reference material points to official sources for Australia and Great Britain and mentions separate handling for Northern Ireland. Confirm responsibilities for documents, customs clearance, duties and taxes before agreeing a shipment.

Summarise what to confirm before committing

Before you treat a quotation as the start of a supply relationship, confirm the operator identity and contact details, that your business belongs to the intended customer group, that the enquiry stage was non-binding, and that the quotation states quantities, pack sizes, prices, taxes and delivery arrangements. Confirm the supply terms that will govern the purchase, the documentation available for the proposed shipment, and the destination-specific import conditions. Where anything is unclear, ask in writing and keep the answer with your records. This short checklist turns a quotation into a documented basis for a purchasing decision.

Seeds, knowledge and growing possibilities.

Seed trade journal