A vague RFQ creates vague quotations
An email that says ‘please quote caustic soda’ may produce several prices quickly, but it may not produce comparable offers. Suppliers could quote different concentrations, grades, packaging formats, quantities or delivery bases.
A good request for quotation gives suppliers enough information to price the same requirement while leaving room for clearly identified alternatives.
State the exact chemical and specification
Include the product name and, where relevant, chemical identifier, grade, concentration, assay, particle size, impurity limits or approved specification. If the site has a formal technical specification, attach the current revision.
Where equivalents are allowed, say so and require the supplier to identify any deviation rather than quietly assuming equivalence.
Give realistic quantity information
State the immediate quantity and, if useful, expected monthly or annual demand. Suppliers may have different economics for a one-off order and a recurring programme.
Forecast volume also helps them propose sensible packaging or stocking arrangements. It should be labelled as forecast if it is not a contractual commitment.
Specify packaging and delivery point
Drums, bags, IBCs, isotanks and bulk tanker supply carry different prices and site requirements. If the site can accept more than one format, ask suppliers to price the alternatives separately.
The delivery location matters just as much. A price to Tema, Tarkwa, Obuasi or a remote operating site is not the same commercial offer.
Ask for lead time on a clear basis
Require the supplier to state whether material is in stock, the estimated dispatch time and the expected delivered lead time. For imports, it can be useful to understand origin and whether the quoted schedule depends on a manufacturing slot.
This makes supply risk visible alongside price.
Request the documents needed for qualification
Depending on the product and application, this may include SDS, technical data sheet, representative or batch COA, manufacturer information and relevant quality documentation.
Do not request documents merely to make the RFQ look formal. Ask for what the technical, quality and HSE teams will actually review.
Make the commercial basis explicit
State currency, required price validity, tax treatment where relevant, delivery basis, payment terms and whether the quotation should include freight or other charges. If procurement needs a delivered-to-site price, say so.
This prevents a low headline price from becoming less attractive after additional costs are added.
A good RFQ saves time after quotations arrive
When suppliers receive the same clear requirement, procurement can compare price, lead time, compliance and service without spending days resolving basic differences.
For recurring industrial chemicals, the RFQ can become a reusable template. Updating quantities and dates is much easier than rebuilding the technical requirement every time the plant needs stock. For the wider context, our guide on oil and Gas Chemicals in Ghana: A Procurement Guide for Industrial Operations brings the main procurement considerations together in one place.
Discuss Your Requirement With Aviv Kitov Group
Aviv Kitov Group supports industrial organisations in Ghana with specialised chemical sourcing across regional and international markets. A useful sourcing conversation starts with the actual process requirement, not simply the chemical name, because grade, concentration, packaging, volume, delivery location and lead time can all change the best supply option. A useful next step is our guide on building a Reliable Oil and Gas Chemical Supply Chain in Ghana, which looks at the related practical considerations in more detail.