Questions to ask a chemical or ingredient supplier

Legal identity

What is the full legal name and registration number of the entity that will invoice us? Are you the manufacturer, an agent, or a distributor? If not the manufacturer, who manufactures the material and at which site? Which licences or registrations does that site hold, and for which activities?

Material identity

Which exact form is offered, including salt, hydrate and polymorph where applicable? What is the CAS number for that form? Which specification will the material be released against, and may we see it before ordering?

Quality evidence

May we review a recent batch Certificate of Analysis with the batch identity retained? Which tests are performed on every batch and which periodically? Which methods are compendial and which in-house, and is validation or verification data available? How are out-of-specification results handled?

Change and continuity

How are changes to process, site, source of starting materials or specification notified? What is the retest or shelf-life basis? Do you hold retained samples, and for how long?

Regulatory and destination

What is the regulatory classification of this material in our destination country for our intended use? Which documentation accompanies export and import? Are there licence, permit or end-use declaration requirements? Are there restrictions we should know about before proceeding?

Commercial and logistics

Is the quoted price a firm offer or a reference indication, and until when is it valid? What is the minimum quantity, packaging configuration and lead time? Which transport conditions and temperature controls apply, and who is responsible for customs documentation?

How to use the answers

Answers that are specific, documented and consistent across conversations indicate a supply chain you can qualify. Answers that shift, or that reply to a documentation question with a price, indicate the opposite.