A chemical quote is only as accurate as the request behind it. If an RFQ says "price for 5,000 lbs of glycol," the supplier has to guess the exact chemical, grade, packaging, destination and timing, and each guess can change the price, the lead time or whether the product is even suitable. This checklist covers what to include in a chemical RFQ so you get a faster, more accurate quote you can actually compare.
Why a Complete RFQ Matters
Industrial chemical pricing depends on far more than the product name. Grade, concentration, packaging, freight lane, order frequency and documentation requirements all affect what a distributor can offer. A complete request:
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Cuts down on back-and-forth before a quote is issued.
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Lowers the risk of quoting the wrong grade or form.
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Makes quotes from different suppliers easier to compare on a like-for-like basis.
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Helps the supplier check availability and lead time against your real schedule.
The Chemical RFQ Checklist
1. Product name and CAS number
Give the chemical name and its CAS Registry Number. Many chemicals have several trade or common names (for example, monoethylene glycol, MEG and ethane-1,2-diol are the same substance), and the CAS number removes the ambiguity. If a product can be supplied under more than one CAS number, such as anhydrous versus monohydrate forms, say which one you need.
2. Grade and specification
State the grade you need: industrial/technical, USP, Ph. Eur., BP, FCC, ACS, food grade, NSF or another. If your company has an internal specification, attach it. Include critical limits such as minimum assay, maximum water content, color or specific impurities. This is the single most important item for regulated applications.
3. Form and concentration
Many chemicals come in more than one form: solid or solution, crystals or powder, or different concentrations (for example, 20% versus 40% solutions). Name the form and concentration you require.
4. Quantity and usage pattern
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Quantity for this order, with units (lbs, kg, gallons, liters, metric tons).
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Whether this is a trial, a one-time purchase or a recurring need.
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Estimated monthly or annual volume, if known.
Annual volume helps the supplier plan inventory and may open up options such as scheduled deliveries or bundle packages [/pages/bundle-packages] when you buy several products.
5. Packaging
Say which format you prefer (bags, drums, totes, supersacks, tank truck, railcar) and any constraints, such as maximum container weight, pallet requirements, or no rail access. If you are open to alternatives, say so. A different format may change the delivered cost.
6. Delivery location and receiving details
Freight is often a major part of delivered cost, so give the full ship-to city, state or province, and country. Note receiving hours, dock or liftgate needs, and any site-specific safety requirements for drivers.
7. Required delivery date
Give a target date and say whether it is firm. If the RFQ supports a future product launch or a tender, include the expected start date for commercial volumes.
8. Commercial terms
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Delivery terms: delivered to your site, or picked up by your carrier. For international shipments, name the Incoterms® rule you want and the named place.
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Payment terms: if you want to buy on account, start the credit application [/pages/credit-application-request] early so it doesn't hold up your first order.
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Quote validity: say how long you need pricing to hold for internal approval.
9. Documentation requirements
List every document your quality, regulatory or EHS team needs before approving a source, for example the Safety Data Sheet (SDS), specification sheet, Certificate of Analysis (CoA) with each lot, or other statements your industry requires. Asking up front avoids surprises at the approval stage. Availability of specific documents varies by product and manufacturer.
10. Regulatory and permit requirements
Some products need the buyer to hold a permit or registration before they can be sold. On Rock Chemicals' site, for example, iodine is listed as requiring a DEA List I permit and reclaimed ethanol 190 proof as requiring an Industrial Alcohol User Permit. Flag any such requirement, and have your permit or registration details ready.
11. Application (optional but helpful)
You don't need to disclose proprietary formulations. A short description of the end use, such as "heat-transfer fluid," "oilfield completion brine" or "oral liquid excipient," helps the supplier confirm that the grade you requested fits, and flag it if it doesn't.
Sample RFQ Summary
A strong request can fit in a few lines:
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Product / CAS: Propylene glycol, CAS 57-55-6
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Grade: USP (spec attached)
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Quantity: 4 totes now; about 40 totes per year
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Packaging: IBC totes, no railcar access
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Ship to: City, State, ZIP (dock, M–F 7am–3pm)
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Need by: Target date (firm)
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Documents: SDS, spec sheet, CoA per lot
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Terms: Delivered; Net terms (credit app submitted)
Example only. Quantities and terms are illustrative.
Common RFQ Mistakes to Avoid
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Using only a trade name with no CAS number or grade.
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Leaving out the ship-to location, so freight can't be quoted.
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Comparing quotes with different grades, packaging or delivery terms.
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Asking for documentation only after the purchase order is issued.
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Forgetting permit requirements for regulated products.
Send Your RFQ to Rock Chemicals
Rock Chemicals, Inc. supplies semi-bulk and bulk industrial and specialty chemicals domestically and internationally. Typical RFQ response times are usually within 24 hours. Use the checklist above and submit your request for a quote [/pages/request-a-quote]. Include the products and volumes you need so we can reply with the most useful information.
Frequently Asked Questions
What is the most important information to include in a chemical RFQ?
The exact product (name plus CAS number), the grade or specification, quantity, packaging, and delivery location. Without these, a supplier can't quote accurately.
Why does the supplier need my delivery location?
Freight can be a significant share of total delivered cost, and it varies with distance, packaging and hazard classification. The ship-to location also affects lead time.
Should I include my annual volume even if I only need one order now?
Yes, if you can estimate it. Expected recurring volume helps a distributor plan inventory and discuss supply options, even if the first order is small.
How quickly does Rock Chemicals respond to RFQs?
Rock Chemicals states that typical response times are usually within 24 hours. Complex or regulated requests may need extra information before a quote is issued.