Why most chemical RFQs fail (and how this fixes it)
The typical RFQ says “we need chemical X” and misses the details that determine fit, compliance, logistics, and total cost. Suppliers then respond with non-equivalent products, unclear documentation, or “subject to confirmation” offers. This template forces clarity on the variables that actually change performance and procurement outcomes.
What to include in an industrial chemical RFQ
- Product identity: chemical name, grade, concentration, and any accepted equivalents (or “no equivalents”).
- Use case: process description, equipment, and the performance KPI you are optimizing (quality, uptime, safety, yield, cost).
- Operating window: temperature, pH, contact time, agitation/flow, pressure, and any CIP parameters (if relevant).
- Soils/contaminants (if cleaning): oils/fats, proteins, ink, adhesive, carbon, mineral scale, rust, etc.
- Materials of construction: metals, plastics, elastomers, coatings in contact (include seals/gaskets/hoses).
- Compliance constraints: discharge limits, food-contact, VOC limits, restricted substances, site rules, local regulations.
- Quality expectations: COA parameters required (assay, pH, density, viscosity, appearance, solids, moisture, etc.).
- Documentation: SDS revision, COA per batch, origin, any required statements (non-animal, allergen, heavy metals, etc. if applicable).
- Packaging: drum / IBC / bulk, palletization, liner type, closures, labeling language, UN packaging (if hazardous).
- Quantity: trial quantity + forecast demand (monthly/quarterly), and whether call-off deliveries are preferred.
- Delivery & terms: ship-to city/country, Incoterms, required lead time, preferred currency, validity period.
Procurement shortcut
If you don’t know exact specs, ask for a proposal-based offer but still provide your operating window, materials compatibility needs, and compliance constraints. That lets suppliers propose realistic options without guessing.
Minimum information (fast RFQ)
If you’re in a hurry, these 10 fields typically unlock a quote that is usable:
- Chemical name / grade / concentration (or performance requirement if unknown)
- Application + target KPI
- Temperature and contact time
- pH range (if relevant)
- Materials in contact (metals/plastics/elastomers)
- Compliance constraints (food-contact / discharge / VOC / restricted substances)
- Packaging preference
- Trial quantity + monthly forecast
- Ship-to location
- Incoterms + required lead time
Copy/paste RFQ template (procurement-ready)
Subject: RFQ — [Chemical / Grade / Concentration] for [Application] — [Company] — Delivery to [City, Country]
0) Product requested
Chemical / trade name: …
Grade / concentration: …
Accepted equivalents: … (or “No equivalents”)
Annual or monthly forecast: …
1) Application / process
Process description: …
Equipment / system: …
Target KPI (what success looks like): …
Current product (if replacing): …
2) Operating conditions
Temperature: … °C
pH / alkalinity / acidity: …
Contact time / dwell time: …
Flow/agitation/pressure: …
For CIP (if applicable): circuit volume … | return temp … | cycle time … | rinse stage …
3) Contaminants / soils (if relevant)
Primary soils: … (oils/fats, proteins, ink, adhesive, carbon, mineral scale, rust, etc.)
Soil load level / frequency: …
Required visual/cleanliness standard: …
4) Materials in contact
Metals: … (e.g., carbon steel, 304/316, aluminum, copper alloys)
Plastics: … (e.g., PP, PE, PVC, PTFE)
Elastomers/seals: … (e.g., EPDM, NBR, FKM/Viton, silicone)
Coatings/linings: …
5) Compliance & site constraints
Regulatory constraints: … (food-contact, REACH, VOC limits, restricted substances, etc.)
Wastewater/discharge limits: …
Site EHS rules / prohibited chemistries: …
Required statements/certificates: …
6) Quality, documentation & acceptance
COA required: Yes (per batch/lot)
COA items required: … (assay, pH, density, viscosity, appearance, solids, moisture, impurities, etc.)
SDS required: Yes (latest revision, EN/TR if needed)
Traceability: batch/lot must be on label + documents: Yes/No
7) Packaging, handling & storage
Packaging: … (25 kg bag, 200 L drum, 1000 L IBC, bulk tanker)
Palletization: … (EU pallet/other)
Label language: …
Storage constraints: … (temperature limits, indoor/outdoor)
If hazardous: UN packaging required: Yes/No
8) Commercial terms
Ship-to address/city/country: …
Incoterms: … (EXW/FCA/FOB/CFR/CIF/DAP/DDP)
Required lead time: …
Currency: …
Quote validity: … days
Payment terms preference: …
9) Trial / evaluation plan (optional but recommended)
Trial quantity: …
Trial start date: …
Acceptance criteria: … (measured KPIs, pass/fail conditions)
Site support needed: … (remote / on-site / none)
10) Contact
Company name: …
Contact person / title: …
Email / phone: …
Required response date: …
What to ask suppliers to return (to make offers comparable)
- Technical fit: recommended dosage/concentration range and why it fits your operating window.
- Compatibility notes: materials, seals, and mixing/handling constraints.
- Documentation pack: SDS + sample COA + specification sheet (or TDS) and any compliance statements.
- Commercial line items: unit price, packaging, MOQ, lead time, Incoterms, validity, payment terms.
- Risk notes: what could fail in real operation (foam, residue, corrosion, instability) and how to control it.
How we respond
We typically respond with: (a) product options and trade-offs, (b) SDS/COA expectations and acceptance checks, (c) packaging and lead time, (d) Incoterms and required documentation, and (e) a concise list of clarification questions (if needed).
Need a formatted RFQ pack?
If you send your application and constraints, we can return a formatted RFQ pack (email + PDF spec page style) that your team can reuse for future chemicals.
Educational content only. Always follow site EHS rules and supplier SDS guidance. Confirm compliance requirements with your internal EHS/quality team and applicable regulations.