An effective request for quotation does more than ask for a price. For botanical extracts, it gives the supplier enough information to identify the correct material, confirm whether the specification is achievable, select the appropriate test methods, and quote realistic terms for samples and commercial orders.
When an RFQ says only “gynostemma extract” or “mulberry leaf extract,” several materially different products may fit that description. They can vary by botanical species, plant part, extraction solvent, extract ratio, standardized compound, carrier system, particle size, microbiological limits, and test method. A low price may therefore represent a different specification rather than a better offer.
The following 12-point checklist helps procurement, formulation, and quality teams create an RFQ that suppliers can answer accurately.
1. Identify the botanical precisely
State the common name, Latin binomial, and plant part. If the project requires a particular origin, harvest region, cultivation method, or processing condition, include that too.
For example, “mulberry leaf extract” is clearer when written as “Morus alba L., leaf.” This reduces the risk of comparing materials made from different species or plant parts.
If identity is not yet fixed, say so. A supplier can then propose an option, but the proposal should be documented before sampling.
2. Define the extract type
Specify whether the project requires a standardized extract, an extract-ratio product, a purified botanical compound, or a general botanical powder.
An extract ratio such as 10:1 does not automatically describe the concentration of a particular constituent. A standardized extract, by contrast, should name the marker or active compound and its target level. These are different purchasing specifications and should not be treated as interchangeable.
3. State the assay target and test method
If a constituent must be controlled, provide the target value, acceptable range, and preferred analytical method. Common methods include HPLC, UV-Vis, gravimetric analysis, and titration, depending on the material.
Method alignment matters because two methods can produce different numerical results for the same sample. Ask the supplier to state the method on the quotation, specification sheet, and certificate of analysis.
For more detail, see our guide on how to read a botanical extract COA.
4. Clarify carriers and processing aids
Ask whether the extract contains maltodextrin, gum arabic, silicon dioxide, starch, or another carrier or processing aid. State whether the formula requires a carrier-free option or whether a particular carrier is acceptable.
This information can affect label review, solubility, flowability, color, bulk density, and the percentage of botanical solids in the finished ingredient. The supplier should disclose the composition in a way that is consistent across the specification, COA, and commercial documents.
5. Describe the physical requirements
Include the required appearance, color range, odor, taste, particle size, solubility or dispersibility, and bulk density when these properties affect manufacturing.
Avoid relying on a photograph as the only color standard. Botanical materials naturally vary, and lighting can make samples appear different. A written acceptance range and an approved reference sample are more useful for commercial control.
6. Set contaminant and microbiological limits
List the limits needed for the destination market and finished-product category. Depending on the project, this may include total plate count, yeast and mold, specified pathogens, heavy metals, pesticide residues, aflatoxins, residual solvents, and other contaminants.
Do not assume every supplier uses the same limits. Ask which tests are performed per batch, which are monitored periodically, and which require third-party testing. Final limits should be reviewed by the buyer’s regulatory and quality teams.
7. Confirm the extraction solvent
State whether water, ethanol, or another permitted solvent is required. If the extraction process is flexible, ask the supplier to disclose the solvent system used and the applicable residual-solvent controls.
The extraction solvent can influence the extract profile, solubility, sensory characteristics, and documentation required for the target market.
8. Explain the intended application and destination market
Tell the supplier whether the material is intended for a dietary supplement, food or beverage, cosmetic formulation, traditional botanical formula, or another lawful use. Also identify the intended sales market.
This does not require sharing confidential formulation details. A concise application description helps the supplier identify relevant documents, processing constraints, and specification questions. Regulatory suitability remains subject to the buyer’s own review.
See botanical extract applications for the types of projects Sinricon supports.
9. List the documents required before approval
Create a document checklist for the quotation stage. Typical requests may include:
- current product specification;
- representative COA;
- test methods or method references;
- allergen, GMO, irradiation, and solvent statements where applicable;
- safety data sheet;
- manufacturing flow summary;
- stability or shelf-life support;
- packaging information;
- country-of-origin statement; and
- relevant quality-system or third-party documents.
Document names alone are not enough. Check the product name, botanical identity, specification values, revision dates, and manufacturer information for consistency. Our guide to seven supplier documents B2B buyers should request provides a practical starting point.
10. Provide sample and commercial quantities
State the sample quantity needed for evaluation, the expected pilot quantity, and the estimated commercial order size. Ask for the minimum order quantity, sample lead time, commercial lead time, and whether the quoted price changes at different volume levels.
This helps the supplier distinguish a laboratory sample from a production-representative sample and plan inventory or manufacturing accordingly.
11. Define packaging, shelf life, and storage
Specify the preferred package size and material, such as a double polyethylene liner in a fiber drum or carton. Ask for net weight, pallet configuration, storage conditions, and the shelf life supported by the supplier.
If the material will be repacked or used in a controlled manufacturing environment, include any additional handling requirements in the RFQ.
12. Ask about traceability and change control
Request the lot-number format, raw-material traceability approach, retention-sample practice, and notification procedure for material or process changes.
Commercial supply is not only about approving the first sample. Buyers also need a clear process for managing future lots, specification revisions, manufacturing-site changes, and significant process changes.
A concise RFQ format
A practical RFQ can be organized in one page before supporting documents are exchanged:
- Product and botanical identity
- Plant part and origin requirement
- Extract type or ratio
- Marker compound, target, and test method
- Carrier and excipient limits
- Physical specifications
- Microbiological and contaminant limits
- Extraction solvent
- Intended application and market
- Required documents
- Sample quantity, MOQ, and annual forecast
- Packaging, delivery term, and target timeline
Mark any item that is still open as “supplier proposal requested.” This is better than leaving the field blank because it makes the decision point visible to both sides.
Common RFQ mistakes to avoid
The most common problems are requesting a price before defining the assay method, comparing standardized extracts with ratio extracts, omitting carrier information, assuming food or supplement requirements are identical across markets, and waiting until after sampling to request quality documents.
Another mistake is treating the cheapest quotation as equivalent before the specifications have been normalized. A useful comparison table should place identity, assay, method, carrier, contaminant limits, documents, MOQ, lead time, packaging, and price side by side.
From RFQ to an approvable sample
Once the specification is aligned, request a sample tied to a written product specification and representative COA. Record the supplier, batch or sample reference, evaluation date, and formulation outcome. If the project moves toward commercial scale, confirm that the approved specification, test methods, and packaging can be maintained at the required order volume.
For the next stage, review our guide to moving from sample to commercial order.
Request a specification review
Sinricon supports B2B buyers with standardized botanical extracts, project-specific sourcing, samples, and document coordination through qualified partner factories. Browse the current ingredient catalogue or review the wider botanical sourcing list.
To discuss a project, send your target specification and expected order quantity. Final availability, test methods, numerical limits, regulatory suitability, and commercial terms are confirmed for each written inquiry.