Build the RFQ from the actual coffee machine
Measure the exact unit that will travel, not only a catalogue outline. Record width, depth and height in the transport position, then identify feet, handles, taps, switches, cables and any other projection that changes the packed envelope. Add photographs with dimension labels and state which side must remain upright so the supplier can interpret every number against the same orientation.
List each removable accessory separately and have the buyer confirm whether it travels installed, in a dedicated compartment or outside the case. Also mark the surfaces that may support or restrain the machine and the areas that must remain free of contact. This turns an RFQ into usable engineering input without assuming a restraint method before the machine has been reviewed.
Confirm hygiene, drainage and service conditions
A Coffee Flight Case may be packed after use, so the buyer should describe the cleaning state expected before loading and identify any drip tray, drain point, hose or detachable liquid-handling part. The RFQ should say whether these items are emptied, removed or secured before transport. Do not assume that the case itself provides drainage, wash-down capability or food-contact compliance; those requirements need explicit buyer confirmation and separate verification.
Define the clearance needed to reach removable panels, connectors and service items during packing and unpacking. If an accessory needs a washable liner, sealed pouch or isolated compartment, describe the desired arrangement and the cleaning routine rather than naming an unverified material. Photographs of the machine immediately before packing help the supplier separate transport protection from the buyer's hygiene procedure.
Validate the route and receiving acceptance
Map the loaded route from the machine position to the vehicle: doorway and lift dimensions, floor changes, ramps, turning space, handling equipment and the number of operators available. Include the vehicle opening and destination access. The case concept should be checked against the narrowest point and the actual loading sequence, because a case that fits the machine can still fail at a door, corner or tail lift.
Agree receiving checks before the purchase order: confirm the case identity, inspect external condition, verify closures and removable-part count, open in the agreed orientation, and compare the machine and accessories with the approved packing record. Record exceptions with photographs before the equipment enters service. These acceptance inputs give buyer and supplier one practical reference without promising transport performance that has not been tested.