The fastest way to receive an accurate botanical extract quotation is to provide the supplier with the exact product identity, active marker, assay method, application, quantity, documents and delivery requirements in the first request.
A short message such as “Please quote your best price for green tea extract” usually produces an incomplete quotation because the supplier does not know the required grade, quantity, destination or compliance standard.
1. Product Identity
The first line of an RFQ should identify the exact ingredient. Include the common name, botanical or chemical name and plant part.
- Common product name.
- Botanical name or chemical name.
- CAS number where applicable.
- Plant part, such as root, leaf, seed, fruit, peel or pericarp.
- Source preference, such as marine, plant-based, synthetic or fermentation-derived.
“Grape seed extract,” “pomegranate extract” and “green tea extract” are broad product names. A professional RFQ should identify the exact raw material required.
2. Active Marker and Assay
State the active marker and assay method instead of using only a general purity description.
| Ingredient Example | Better RFQ Description |
|---|---|
| Green tea extract | EGCG percentage by HPLC, total catechins and caffeine specification |
| Grape seed extract | OPC or total polyphenol percentage with defined assay method |
| Ashwagandha | Root-only extract with Withanolides specification and assay method |
| Curcumin | Total curcuminoids by HPLC with curcumin, DMC and BDMC profile |
| Rosemary essential oil | Botanical origin and required GC or GC-MS chemotype profile |
3. Physical Specifications
The RFQ should include physical properties that affect production and formulation performance.
- Appearance and colour.
- Odour and taste.
- Particle size or mesh.
- Bulk density.
- Moisture or loss on drying.
- Ash or residue on ignition.
- Solubility or dispersibility.
- Viscosity where relevant.
- Molecular-weight distribution for peptide materials.
- Colour value for natural colour ingredients.
4. Contaminant Requirements
Every commercial RFQ should state which contaminant reports are required for the ingredient and destination market.
- Lead, arsenic, cadmium and mercury.
- Pesticide residues.
- Aflatoxins or other mycotoxins where relevant.
- Residual solvents where applicable.
- Total plate count.
- Yeast and mould.
- E. coli and Salmonella where applicable.
- Endotoxin for selected pharmaceutical or medical applications.
- Iodine or other marine contaminants for seaweed ingredients.
Buyers should avoid writing generic requirements such as “all contaminants must pass.” The RFQ should identify the required test panel and method where possible.
5. Intended Application
Suppliers need to know the final application because the same raw material may require different grades and documentation.
- Capsules and tablets.
- Powdered drinks.
- Ready-to-drink beverages.
- Functional foods.
- Gummies and chews.
- Cosmetic creams, serums and masks.
- Pharmaceutical development.
- Research and formulation trials.
Include the target dosage form, serving size, processing temperature, expected shelf life, pH and packaging if this information is already available.
6. Sample and Pilot Requirements
A good RFQ should clearly separate sample, pilot and commercial quantities.
- Required sample size.
- Sample cost and shipping.
- Sample COA or specification.
- Expected sample delivery time.
- Pilot-order quantity.
- Initial commercial quantity.
- Estimated annual demand.
A representative sample should be suitable for formulation testing and, where necessary, independent laboratory verification.
7. Required Documents
State your document requirements before receiving the quotation, because some documents may depend on the product grade and market.
- Current product specification.
- Batch-specific COA.
- Technical Data Sheet.
- SDS/MSDS.
- Allergen statement.
- Non-GMO statement where applicable.
- BSE/TSE statement where applicable.
- Irradiation statement where required.
- Organic, Halal, Kosher, GMP or ISO documents where applicable.
- Origin and traceability information.
8. Commercial and Delivery Information
Include the commercial information needed for a comparable supplier quote.
- Sample MOQ.
- Pilot MOQ.
- Commercial MOQ.
- Estimated annual quantity.
- Packaging preference.
- Production lead time.
- Shipping destination.
- Preferred Incoterm.
- Required delivery date.
- Quote validity period.
A request for “best price” without quantity, specification and delivery terms usually produces quotations that cannot be compared accurately.
9. Example Botanical Extract RFQ Template
Product: [Ingredient name]
Botanical or chemical name: [Name]
Plant part: [Root / leaf / fruit / seed / peel]
Active marker: [Marker and target assay]
Assay method: [HPLC / GC / UV / other]
Application: [Capsule / beverage / cosmetic / food / pharma]
Required documents: [COA / TDS / SDS / certificates]
Sample quantity: [Quantity]
Commercial quantity: [Quantity]
Destination: [Country]
Preferred delivery terms: [EXW / FOB / CIF / other]
Target delivery date: [Date]
Frequently Asked Questions
What information should I include in a botanical extract RFQ?
Include the product identity, botanical name, plant part, active marker, assay method, application, quantity, documents, packaging, destination and preferred delivery terms.
Why should I state the application when requesting a quotation?
Application affects the required grade, assay, contaminants, solubility, stability, packaging and regulatory documents. The same botanical ingredient may have different specifications for food, cosmetics and pharmaceutical development.
Should an RFQ request a batch-specific COA?
Yes. A batch-specific COA is more useful than a generic template because it shows the actual result for the material being quoted or shipped.
Should I include Incoterms in an ingredient RFQ?
Yes. EXW, FOB, CIF, DAP and other delivery terms can produce different total landed costs. The RFQ should state the preferred delivery basis and destination.
What is the difference between sample MOQ and commercial MOQ?
Sample MOQ is used for laboratory evaluation, while commercial MOQ applies to pilot or production orders. Buyers should request separate quantities, prices and lead times for each stage.
Can Blueeyes Bio review a custom botanical ingredient RFQ?
Blueeyes Bio can review the requested botanical identity, active marker, application, quantity, documentation and delivery requirements before preparing a specification-based quotation.
