A bulk lubricant RFQ works best when every supplier can quote the same line items. A product name and a total quantity are a start, but they leave questions about grades, packaging, documents and delivery. Put those details in the first request so you can compare the replies on a clear basis.
Here is a practical checklist for importers, distributors and equipment buyers preparing a request for quotation.
1. Put one product and grade on each line
Use one row for each product, grade and pack size. Keep the full designation from your purchasing list or equipment manual. For a replacement inquiry, add the existing product name and the machine requirement for review.
A line that says “engine oil” is open to several interpretations. A line that includes the required SAE viscosity, performance category and pack size is much easier to check. If a field is unknown, write “to be confirmed” and explain who will make that decision.
Start with the product collections if you need to identify the family. Do not choose a different grade just to complete the spreadsheet. Send the open question with the inquiry.
2. State the quantity and packaging unit
Write both the number of packs and the amount in each pack. Keep liters and kilograms distinct. If the supplier quotes in another unit, ask them to show how that unit relates to your requested quantity.
Illustrative line item: HM anti-wear hydraulic oil, ISO VG 46; requested 18 L pails; 100 pails; total requested volume 1,800 L. Equipment specification and document requirements attached. Destination and quotation basis stated separately.
This is an example of an inquiry format. It is not a statement of stock, available packaging or minimum order quantity.
For comparison, “100 drums” does not establish the net amount if the drum size is missing. Nor does a photograph of one pack confirm that the same size is available for every grade. Ask the supplier to confirm the proposed pack, net quantity and number of units in the offer.
3. Ask for the documents your team will use
List document needs separately from commercial questions. Ask for the technical data sheet (TDS) for product review and the safety data sheet (SDS) for handling and transport review. Shell’s document guidance explains the different purposes of these sheets.
If your order requires a particular approval or batch report, name it in the bulk lubricant RFQ. Ask whether the applicable evidence is available. A general catalogue page should not stand in for a document that your receiving or technical team requires.
For engine oil licensing checks, the API certification directories provide a separate reference. State the specific licensing requirement if it applies to your purchase; do not infer it from a product name alone.
4. Set out the destination and delivery basis
Give the destination country and named port or delivery location. State the quotation basis you want the supplier to use. If you request an Incoterms® rule, include the rule, named place and edition so both parties can discuss the same terms.
Keep the requested delivery date separate from a supplier’s confirmed schedule. Ask the reply to distinguish product preparation from the proposed transport plan. For a mixed order, also ask whether all items can be ready together.
For example, a quotation to a named port and a quotation to your warehouse need different scope checks. Record what each offer includes before comparing the totals. Ask your freight or import team to review any destination-specific requirements.
5. Compare the offers field by field
Use a comparison table rather than judging replies by the first price shown. Mark missing information as an open question. This helps you see when two prices describe different quantities, documents or delivery arrangements.
| Offer field | What to compare |
|---|---|
| Product | Exact name, grade and response to the required specification |
| Packaging | Net quantity per pack, number of packs and total quantity |
| Price | Currency, price unit and the quantity covered |
| Delivery | Named location, quotation basis and confirmed scope |
| Timing | Offer validity and proposed preparation schedule |
| Documents | What is provided, what is pending and what needs review |
Do the same check for payment terms and any proposed change to your request. Keep those points visible until you agree on the order. A short written clarification is easier to track than an assumption hidden in a long email chain.
6. Send a list that is ready to discuss
Before sending your bulk lubricant RFQ, check that each row has a product, grade, quantity unit and destination. Attach the equipment requirement where selection is unresolved. Add a contact who can answer technical questions during the review.
- Can the supplier identify each product and grade without guessing?
- Are the pack size, number of packs and total quantity clear?
- Have you listed the documents and delivery scope you want reviewed?
Our purchasing and supply page outlines the information to share. When your list is ready, send a lubricant inquiry and tell us which product and document questions need an answer first.
