Buyer resources
Pharmaceutical RFQ Template & Sourcing Checklist
Prepare a clear medicine sourcing request with this free Excel template. Keep active ingredient, strength, dosage form, brand, manufacturer and pack quantity separate so a supplier can review the exact requirement.
What to prepare before requesting a quotation
Buyer and destination
Record the buyer role, receiving organisation, destination country and importer or consignee. State whether the receiving route has been confirmed or is still being checked. Keep the quotation deadline separate from any requested delivery date.
Exact product lines
Use one line for each exact product and pack requirement. Keep manufacturer or brand preferences explicit, including whether an alternative may be considered. A familiar brand name alone may not identify the composition or formulation.
Documents and handling
List the records requested, the required language and whether copies, originals or authentication are needed. State any minimum remaining shelf life and handling requirement using the applicable product or manufacturer information.
Quotation details
Ask the supplier to identify the offered product, pack size, quantity, currency, price basis, shipping charge, quotation validity and available documents. Record any differences from your request before deciding whether to proceed.
Keep these product details in separate fields
| Field | What to record |
|---|---|
| API / active ingredients | The ingredient name, including every ingredient in a combination product. |
| Strength | The value and unit for each ingredient. Preserve concentrations such as mg/mL or mg/5 mL exactly. |
| Dosage / release form | Tablets, capsules, solution, injection or another form, including any specified release type. |
| Brand preference | The requested brand, or a clear statement that there is no brand preference. |
| Manufacturer preference | The manufacturer requested. Do not assume a seller or marketer is the manufacturer. |
| Units per pack and unit type | For example, tablets per pack or mL per bottle. Record nested packs, such as strips within a box, in the notes. |
| Packs requested | The number of those exact packs. The workbook calculates total units when both quantities are supplied. |
Separate pack quantity from medicine strength
These hypothetical examples explain the fields; they do not identify a listed product or recommend a treatment quantity.
Tablet example
A 10 mg tablet supplied as 100 tablets per pack, with 3 packs requested, gives 300 tablets. The 10 mg strength stays in its own field.
Liquid example
A liquid labelled 5 mg/5 mL in a 100 mL bottle, with 2 bottles requested, gives 200 mL. The concentration remains 5 mg/5 mL; it is not the bottle size.
The workbook calculates packaging quantities only. It does not calculate a dose, establish product equivalence or add totals across different unit types. Missing quantities stay blank; invalid quantities are flagged.
Use the template in four steps
- Complete the Request brief sheet with the destination, receiving role, requested documents and timing.
- Add the exact products to Product lines. Amber cells are editable; grey total-unit cells contain formulas.
- Check pack units, release form, manufacturer preferences and document availability with the supplier and receiving importer.
- Keep the completed request with the quotation so any offered alternatives and unresolved details can be compared.
Keep patient identifiers, prescription scans and payment details out of this workbook. If supporting personal information is required later, agree an appropriate route with the relevant team.
Frequently asked questions
Can I use this template with another supplier?
Yes. The blank template is available without registration and can be used with your preferred supplier. It does not commit you to an order with Global Medicines Export.
Should I combine products with the same ingredient?
Keep different strengths, dosage forms, release types, pack sizes or manufacturer requirements on separate lines. Record each ingredient and its strength in combination products. Matching an ingredient name alone is not enough to establish that two products are interchangeable.
Does the template include prices or guarantee document availability?
No. It captures your request. Prices, availability, shipping and the exact documents offered must be confirmed for the quotation and order. A document request does not establish that the document is available.
Does a completed request establish permission to import?
No. The receiving importer must confirm the applicable route and requirements for the exact product and destination. A template, catalogue listing or quotation is not an import permit.
Published by Global Medicines Export, operated by Radical Enterprises. Original procurement template, version 1.0, 2 November 2026. This page concerns request preparation and contains no treatment or dosing instructions.
For background on commercial and packing information, see the International Trade Administration guide to common export documents. Document requirements must be confirmed for the specific receiving route.
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