How to write a chemical RFQ that can be quoted accurately

A useful chemical request for quotation identifies both the material and the conditions of supply. Begin with the product name and CAS number, then describe the grade, quantity, destination and documentation you need. The goal is not to make the request long; it is to make each decision reviewable.

Specify identity before price

Include the chemical name, CAS number and any required form, such as anhydrous or hydrated material. If the enquiry concerns a solution, include the required concentration. For a blend or branded formulation, use the supplier code and specification instead of assuming one CAS number describes the whole product.

Names and identifiers should agree across the request and any attached document. If you are uncertain whether two names refer to the same substance, state both and ask the reviewer to confirm the intended identity.

Define the acceptance criteria

State the intended application and required grade. Attach or reference an agreed specification when available. Write critical limits explicitly: an assay minimum on its own may not capture requirements for moisture, color, particle size, impurities or the test method.

Separate mandatory acceptance limits from preferences. If a value depends on a particular test method or sample preparation, name that method. This makes later comparison with a supplier specification or COA less ambiguous.

Make quantities and packaging unambiguous

Separate trial quantity, initial order and expected recurring demand. Specify the unit. State whether a packaging size, packaging material, pallet format or labeling requirement is mandatory, and whether the product needs to fit an existing receiving or handling process.

If more than one delivery is expected, distinguish the total forecast from the quantity required in the first shipment. This prevents a yearly estimate from being interpreted as a single order.

Name the destination and delivery basis

Provide a country and port or city. If proposing an Incoterm, include the named place and rules version. Incoterms allocate specific delivery responsibilities; the agreement still needs to identify price, specification, payment, ownership and other commercial terms. Consult ICC: Incoterms® 2020 for the official rules.

Request documents explicitly

List the documents required for evaluation and for shipment. Distinguish a sample COA from the COA for the supplied batch. If a document needs a particular language, issuer or destination-specific statement, include that requirement before quotation.

Use the documentation guide to separate SDS, COA and TDS questions. Requesting “all certificates” is less useful than naming the evidence your review actually requires.

RFQ checklist

• Product name, CAS number, concentration and required physical form
• Grade, application, critical limits and test methods
• Trial quantity, order quantity, unit and recurring demand
• Packaging, labeling and required delivery timing
• Destination and proposed delivery basis with named place
• Required SDS, COA, TDS and other destination documents
• Company name and a contact who can answer technical questions

Before accepting an offer, compare the written quotation with this list and resolve every difference. Prepare your sourcing enquiry.