A request for quotation (RFQ) is where most sourcing time is won or lost. A vague request produces vague, non-comparable quotes and days of back-and-forth; a precise one produces offers you can line up side by side and decide on. This checklist covers what to put in an RFQ when sourcing cosmetic ingredients, especially from Korean suppliers.
Lead with the INCI name and grade
Open the RFQ with the INCI name and any required grade. This is the anchor that keeps every supplier quoting the same material. If you only give a trade name or a generic description, each supplier may interpret it differently and the quotes become impossible to compare on a like-for-like basis.
- INCI name — the fixed, comparable anchor
- Required grade (cosmetic, and any additional standard you need)
- Target specification — the CoA fields that actually matter to your formula
Make the commercial terms explicit
Quotes are only useful if the commercial terms are on the table. Ask for minimum order quantity (MOQ), lead time, unit price at your target quantity, and sample availability in the same message. Requesting them together — rather than one at a time — is what collapses a multi-week thread into a single decision-ready reply.
| Term | Why it matters | Ask for |
|---|---|---|
| MOQ | Decides whether the supplier fits your volume | Minimum order quantity |
| Lead time | Drives your launch timeline | Production + shipping time |
| Unit price | Must be quoted at your real quantity | Price at target volume |
| Samples | Confirms feel and spec before you commit | Sample policy and cost |
State market and documentation up front
Tell the supplier your destination market and ask for the documentation you will need for it — CoA, specification sheet, safety data, and any regulatory documents your market requires. Compliance paperwork is easier to gather at the quoting stage than after you have committed, and it is a strong signal of a supplier who can actually export to you.
- Destination market — so the supplier can flag compliance needs
- CoA and specification sheet — the proof behind the quote
- Safety and regulatory documents your market requires
A reusable RFQ template
Keep a single RFQ template and reuse it: INCI + grade, target spec, quantity, destination market, and the request for MOQ, lead time, unit price, samples and documentation. Standardizing the request standardizes the answers — which is the whole point of an RFQ.
Source & method: adapted from MaterialB's Korean RFQ practice for an English-reading audience. This is general sourcing guidance, not a product or pricing guarantee.