How to write a material requisition that gets accurate quotes
A clear MR gets you comparable quotes faster and avoids surprises on delivery. This checklist covers what suppliers need to price your materials correctly.
Why MRs go wrong
Most quotation delays come from the same few gaps: a missing pipe schedule, an unstated pressure class, no certificate requirement, or a delivery location that turns out to be across a border. Each gap means another round of questions, or worse, quotes that look comparable but are priced on different assumptions.
What every line item needs
| Field | Example |
|---|---|
| Item description | Weld neck flange |
| Standard | ASME B16.5 |
| Size | NPS 6 |
| Rating or schedule | Class 300, bored to Sch 40 |
| Material grade | ASTM A105N |
| End or facing | Raised face |
| Quantity and unit | 24 pieces |
| Certificates | EN 10204 3.1 |
What the whole MR needs
- Project name and the client specification that applies
- Approved manufacturer or vendor list, if there is one
- Inspection requirements: third-party inspection, witness points or 3.2 certificates
- Marking, packing and labelling requirements
- Delivery location and Incoterm, for example FCA, DAP or DDP
- The date you need the materials on site
- Whether alternatives are acceptable, such as equivalent grades or origins
- Who to contact with technical questions
Incoterms in brief
The Incoterm says where the supplier’s responsibility ends. EXW means you collect from the supplier’s premises. FCA means the supplier hands the goods to your carrier. DAP means the supplier delivers to your named place, with import duties and clearance on your side. DDP means the supplier delivers with duties paid. For cross-border GCC deliveries, stating DAP or DDP and the exact site makes quotes much easier to compare.
Send it in a format that can be priced
An Excel MR with one item per row can be priced line by line and compared side by side. A PDF is fine for drawings and specifications, but send the item list as a spreadsheet if you can.
Ask for exceptions
Ask suppliers to list any line they cannot supply exactly as specified, with the alternative they propose. A quote that flags its exceptions is far easier to compare than one that stays silent about them.
Comparing the quotes you receive
Price is only one line of a quote. Before you compare totals, check that each offer covers the same scope.
- Every line is quoted, or the exceptions are listed
- Lead time for each line, not just the whole order
- Country of origin and manufacturer, if your project restricts them
- Validity of the quote and payment terms
- Delivery terms and whether transport, duties and inspection are included
- The certificate type offered matches what you asked for
Ready to send one? Upload your MR or BOQ on our quote form or send it on WhatsApp.
Frequently asked questions
Can I send a BOQ instead of an MR?
Yes. A BOQ works well for building materials and mixed scopes. Make sure each line still states the standard, grade and size.
What if I do not know the exact specification?
Send what you have, such as the drawing, a photo of the old part or the duty conditions, and ask the supplier to propose a specification for your engineer to approve.
Which Incoterm should I use for GCC deliveries?
DAP or DDP to your named site is usually the easiest to compare across suppliers, because the price then includes transport to your site.
Start a quotation
Have an MR, BOQ or equipment list?
Send it to us and we will come back with a priced quotation and lead times.