A request for quotation is the first technical document a supplier sees from you. If it is clear, you receive comparable quotes quickly. If it is vague, you receive questions, assumptions and prices that cannot be compared. For chemicals, small omissions such as the grade or pack size can change the price several times over.
Here is what a good chemical RFQ contains and why each element matters.
1. Identify the product without ambiguity
Give at least two independent identifiers for each line:
- Chemical name, including salt, hydrate or stereochemistry where relevant.
- CAS number of that exact form.
- Molecular formula or a structure for less common compounds.
- A supplier catalogue number if you have one.
For impurity standards and novel intermediates without a CAS number, attach a structure image or SMILES string. Names alone can be interpreted in more than one way.
2. Specify the grade and quality
State the grade you need, such as analytical reagent, HPLC, LC-MS or a specific pharmacopoeia. If you have your own specification, attach it. Key attributes to mention:
- Minimum purity or assay, and by which method if it matters.
- Maximum water content, specific impurity limits or residual solvent limits.
- Physical requirements such as particle size or crystal form.
If you are unsure which grade fits, describe the application instead. A supplier who knows the material will be used for LC-MS trace analysis or as a process reagent can suggest a sensible option.
3. Quantity and packaging
Separate the total quantity from the pack size. Ten kilograms as one drum, ten 1 kg bottles or forty 250 g bottles are three different products from a pricing and handling point of view. Also say whether you expect repeat orders, since annual volume affects price and lot reservation options.
4. Documentation requirements
List the documents you need with the shipment, because some take time to prepare:
- Certificate of analysis, which is standard.
- GHS safety data sheet, ideally in the language of the destination country.
- Characterisation data for reference standards, such as NMR, MS, HPLC and IR.
- Statements on TSE/BSE, residual solvents, elemental impurities or allergens if your quality system requires them.
- Certificate of origin or other customs documents.
For reference standards, also mention how the standard will be used, for example identification only, impurity quantitation or system suitability. The required data package and the quantity worth buying both depend on it, and a supplier can only advise well if they know.
If your quality team keeps an approved supplier list or requires a questionnaire before first purchase, say so in the RFQ. Suppliers can then send the right company documents along with the quote, instead of after the order is already delayed.
5. Delivery terms and destination
State the destination city and country, the Incoterm you prefer and your required delivery date. A price quoted EXW and one quoted DAP are not comparable, and dangerous goods can make the freight a large share of the total. If you have a forwarder, say so. If the material is for a specific port or airport, name it.
6. Regulatory context
Mention anything that affects whether or how the product can be shipped to you, such as controlled substance status, precursor regulations, import permits or registration requirements in your country. Telling the supplier at the start avoids a quote that later turns out to be undeliverable.
7. Commercial points
- Currency for the quotation.
- Quote validity you need for internal approval.
- Payment terms you can offer.
- Whether partial shipments or alternative grades are acceptable.
- Deadline for the quote.
8. Evaluating the quotes you receive
A well written RFQ also makes evaluation easier. When replies arrive, check each one against your request before comparing prices.
- Did the supplier quote the grade and form you asked for? A lower price for a lower grade is not a saving.
- Is the lead time realistic and stated in working days or calendar days? A quote that says "ex stock" should still give a dispatch estimate.
- Are freight and dangerous goods charges included or extra? Put every quote on the same Incoterm before comparing.
- Which documents are included? Characterisation data, additional statements and certificates of origin sometimes carry a fee.
- Are there exceptions or assumptions? Read the notes carefully. A line such as "purity 97 percent minimum, 98 percent not available" changes the comparison.
Record the evaluation in a simple table. Over several purchasing cycles, it becomes useful data on which suppliers answer completely, quote accurately and deliver on the stated date.
Follow-up questions are normal
Even a strong RFQ may prompt questions, particularly for custom synthesis or unusual specifications. Answer them quickly and copy the answer to every supplier quoting the same item, so the competition stays fair and the quotes stay comparable.
A compact RFQ template
- Product name, form, CAS, formula, catalogue number
- Grade or attached specification, intended application
- Total quantity, pack size, expected annual volume
- Documents required
- Destination, Incoterm, required date
- Regulatory notes
- Currency, validity, payment terms, alternatives accepted
Mistakes that slow quotes down
- Pasting a list of names with no CAS numbers or forms.
- Asking for "best price" without a grade, so each supplier quotes a different grade.
- Requesting 500 items in one message when only 20 are urgent.
- Leaving out the destination, which prevents a realistic freight and lead time estimate.
Sending an RFQ to Zemixal
On zemixal.com you can add products to the quote panel from any page and send them as one enquiry, or use the RFQ form for items not yet in the catalogue. For long lists, run the CAS numbers through the bulk CAS lookup first to see which products are already listed. If grade terminology is unclear, the chemical grades guide may help you decide what to ask for. Enquiries can also go to contact@zemixal.com.