Raw Material Quotation: The 6 Details Suppliers Need

Why the request matters

Many delays in chemical purchasing are not caused by the supplier. They come from incomplete inquiries: a trade name with no grade, a quantity with no unit, or a delivery location nobody mentioned. Each missing item means another round of messages. Sending the six details below at the start usually produces a usable quotation in the first reply.

The six details

1. Material name. Use the chemical name and, if you have it, the synonym used in your documents (for example, sodium CMC or carboxymethylcellulose sodium).
2. CAS number. It removes ambiguity between similar materials, such as the different salts or hydrates of one substance.
3. Grade or pharmacopoeia. Pharmaceutical (BP, USP, Ph. Eur.), cosmetic, food or technical grade. Also state any particle size, viscosity grade or bloom you require.
4. Quantity. Give the total and the unit, and say whether it is a single order or a recurring monthly need.
5. Packing. Bag, drum, jerrycan or IBC, and the pack size you prefer. This affects handling, storage and freight.
6. Documents and delivery. Which paperwork you need (for example certificate of analysis and safety data sheet), the delivery address and the date you need the goods.

Add context that helps

Beyond the six details, a short note on the application helps the supplier suggest the right grade: tablets, a cream, a detergent, water treatment. If you have a current supplier specification, attach it. If you can accept an alternative grade, say so. Flexibility usually widens the options and the availability.

• State whether you need a sample before a full order.
• Mention any restrictions, such as a specific origin or allergen declaration.
• List all materials in one message so the quotation and delivery can be planned together.

Combine materials, consumables and standards

If your purchasing also covers laboratory items, you can add them to the same inquiry. Browse the excipients, industrial chemicals and lab and factory consumables pages to check names before you write. A single list means a single quotation to compare.

What happens after you send it

We review the request, confirm the grade and packing, and reply with price, availability and lead time. Terms such as payment and shipment are agreed per order, and unclear items are clarified before anything is committed.

Common mistakes in raw-material inquiries

Reading hundreds of inquiries shows the same gaps again and again, and fixing them costs nothing. The first is naming a brand or trade name that the supplier may not carry, without giving the underlying chemical. The second is leaving out the unit: five could mean kilograms, bags or tonnes.

• Writing a CAS number for a different salt or hydrate than the one intended.
• Not saying whether the material is for pharmaceutical, cosmetic, food or industrial use.
• Asking for a price with no quantity, which makes any figure meaningless.
• Leaving out the delivery location, so freight and timing cannot be planned.
• Sending screenshots of lists instead of text or a spreadsheet that can be copied.

Read your request once before sending and ask whether a stranger could quote it without calling you. If the answer is yes, the inquiry is ready. Keep a template with the six headings so every future request is complete, and reuse the previous reply as a reference for pack sizes you have already agreed.

Finally, keep a record of past quotations by material and date. Comparing them shows how your requirements and packing preferences have evolved, and it makes the next negotiation faster because you already know which specifications and pack sizes work for you.

FAQ

What if I do not know the CAS number?

Send the name and the application. We will confirm the right material with you before quoting.

Can I ask for a sample first?

You can request one. Availability and terms are agreed per order.

Is a minimum order quantity fixed?

Quantities and packing are discussed per material and per order, so state what you need and we will advise.

Can I send my list as a file?

Yes. A simple spreadsheet or list with the six details per line works well.

Have your list ready? send us your inquiry using the six details above.