Requesting a bitumen quotation starts with more than asking for a price per metric ton. To prepare a relevant offer, a supplier needs to understand the required product, shipment size, packaging, destination and delivery conditions.
A clear inquiry helps reduce follow-up questions and makes it easier to compare offers on the same basis. For road contractors, importers and industrial buyers, it is also an opportunity to identify technical or logistical requirements before placing an order.
This guide explains eight essential details to include when contacting Alps Asphalt for a quotation.
1. Required Bitumen Grade and Application
Start by identifying the exact grade you need. Examples include penetration grades such as 60/70 and 80/100, viscosity grades such as VG-30, or oxidized grades such as 75/25.
Avoid requesting only “road bitumen” or “industrial bitumen.” These descriptions may refer to products with different specifications.
Where possible, provide:
- The grade stated in your project specification.
- The intended application.
- The required standard or acceptance criteria.
- Any additional technical requirements.
If the grade has not yet been selected, describe the application and share the project requirements. The final selection should follow the applicable specification and the approval of the responsible technical team.
Example: “We require penetration-grade bitumen 60/70 for hot mix asphalt production. Please quote against the attached project specification.”
2. Order Quantity in Metric Tons
State the required quantity in metric tons and clarify whether it is a trial shipment, a single order or a recurring supply requirement.
Quantity influences shipment planning, packaging requirements and the commercial offer. A supplier also needs to know whether the full amount must be delivered together or divided into separate shipments.
Include:
- Total net product quantity.
- Quantity required per shipment.
- Expected order frequency, if applicable.
- Whether partial shipments are acceptable.
Example: “Total requirement: 500 MT, delivered in five shipments of approximately 100 MT each.”
Use net product weight when describing your requirement. Packaging weight should be identified separately when reviewing shipping documents and comparing offers.
3. Preferred Packaging
Specify whether you require steel drums, jumbo bags or bulk supply. The suitable option depends on the product, transport arrangement and facilities available at the destination.
For packaged bitumen, identify the preferred net weight per unit and any pallet requirements. For bulk supply, describe the receiving and unloading arrangements.
Useful details include:
- Packaging type.
- Required net weight per drum or bag.
- Palletized or non-palletized loading.
- Marking or labeling requirements.
- Restrictions on packaging at the receiving facility.
Example: “New steel drums, approximately 180 kg net per drum, with non-palletized container loading.”
Packaging availability and loading quantities should be confirmed for the specific order.
4. Destination Port and Final Delivery Location
Provide the destination country and the exact port, terminal or delivery location.
A country name alone may not be enough to prepare a freight-inclusive offer. Different ports and inland destinations can involve different routes, handling arrangements and transport costs.
Include:
- Destination country.
- Port or terminal name.
- Final delivery address if inland transport is required.
- Any receiving restrictions or appointment requirements.
Example: “Destination: Port of Mombasa, Kenya. Please identify whether the offer covers port delivery only or includes inland transportation.”
This information helps define the scope of the quotation and reduces misunderstandings about where the supplier’s delivery responsibility ends.
5. Requested Delivery Term (Incoterms)
Specify the commercial delivery term you want quoted, together with the named place or port.
For example, an inquiry may request an FOB, CFR or CIF offer. These offers cover different responsibilities, so their prices should be compared with care.
If you are unsure which term is appropriate, explain which services you expect the supplier to arrange:
- Product preparation and loading.
- Export transportation.
- Main carriage.
- Cargo insurance.
- Delivery to the final location.
Ask the supplier to state the delivery term clearly and identify any exclusions. Destination charges, unloading and import-related costs should be clarified before an order is confirmed.
6. Required Shipment Schedule
State when the goods need to be ready for dispatch and when they are needed at the destination.
An estimated dispatch date and an estimated arrival date are different. Production planning, packaging preparation, transport availability and the route can all affect the schedule.
Include:
- Preferred shipment window.
- Required arrival period.
- Whether the schedule is flexible.
- Any phased delivery requirements.
Example: “Preferred dispatch during the first half of November. Please advise the estimated transit time and earliest available shipment.”
Ask for a realistic schedule and clarify which dates are estimates and which commitments will appear in the final agreement.
7. Technical Documents and Inspection Requirements
List the documents your purchasing team, project consultant or customer requires.
Common requests include:
- Technical Data Sheet (TDS): Product properties and specification information.
- Certificate of Analysis (COA): Test results associated with the supplied batch or lot.
- Safety Data Sheet (SDS): Safety and handling information.
- Required commercial and shipping documents.
- Independent inspection, where agreed.
If you need particular tests, an approved laboratory or a third-party inspection company, mention this in the initial inquiry.
Document requirements should be agreed before order confirmation. Requesting additional testing or inspection later may affect cost and preparation time.
8. Purchasing and Payment Requirements
Provide your company name, contact person and the intended purchasing process.
Tell the supplier if the offer must follow a tender format, remain valid until a particular date or include a proposed payment arrangement.
Useful information includes:
- Buyer’s company name and contact details.
- Quotation deadline.
- Required quotation validity.
- Proposed payment terms.
- Any supplier approval procedure.
Payment terms remain subject to agreement. Including your requirements early allows the supplier to assess the inquiry and prepare a more relevant commercial response.
A Simple Bitumen Inquiry Template
Use the following checklist when requesting an offer:
| Item | Buyer’s Information |
|---|
| Product and grade | |
| Application and required specification | |
| Total quantity in MT | |
| Packaging and net weight per unit | |
| Destination port or delivery location | |
| Requested delivery term | |
| Preferred shipment schedule | |
| Required documents and inspection | |
| Proposed payment terms | |
| Company name and contact person | |
Attach the project specification if available. This is especially useful when acceptance requirements extend beyond the grade name.
How to Compare Supplier Offers
Once you receive a bitumen quotation, check that it matches your inquiry.
Compare the product specification, net quantity, packaging, delivery scope, inspection requirements, payment terms and quotation validity. Confirm whether prices are stated per metric ton of net product and whether freight or other services are included.
A lower unit price may cover a different delivery scope or packaging arrangement. Comparing equivalent offers gives your purchasing team a clearer view of the total requirement.
Request a Bitumen Quotation from Alps Asphalt
Alps Asphalt — Producer, Supplier & Trader of Bitumen — welcomes inquiries from road contractors, importers and industrial buyers.
Send your required grade, quantity, packaging, destination and shipment schedule to help our sales team prepare an offer aligned with your requirements.
If you have a project specification, include it with your inquiry so the technical and commercial requirements can be reviewed together.
Contact Alps Asphalt to request a quotation.
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www.alpsasphalt.com
