How to Request a Quotation from an Indian Pharma Trader (with Sample Email)

August 23, 2026

How to Request a Quotation from an Indian Pharma Trader (with Sample Email)

One of the most common friction points in pharmaceutical procurement from India is the initial inquiry — buyers send vague requests, suppliers respond with equally vague quotations, and both sides waste time going back and forth. A well-constructed quotation request gets you a precise, comparable response quickly.

This post gives you a practical structure and a sample email template.

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What Information to Include

A complete pharmaceutical quotation request should cover:

1. Product identification - INN (International Non-Proprietary Name) — always use the INN, not a brand name, unless you specifically need a branded product - Strength (per unit dose) - Dosage form (tablet, capsule, injection, suspension, etc.) - Pharmacopoeia standard (IP / BP / USP — specify which is required for your market) 2. Pack configuration - Units per primary pack (e.g., 10 tablets per strip, 10 strips per box) - For liquids: volume per unit, units per carton - For injections: vial/ampoule volume and concentration, quantity per carton 3. Quantity - Total quantity required (in units, boxes, or kilograms for bulk) - If this is a recurring requirement, indicate estimated annual volume — it affects pricing 4. Shelf life requirement - Minimum remaining shelf life at time of dispatch from India - Example: "minimum 24 months remaining shelf life on dispatch" 5. Commercial terms - Incoterm and named point (e.g., "CIF [Destination Port Name]" or "FOB Mumbai") - Preferred currency (USD is standard) - Required delivery timeline 6. Quality / regulatory requirements - GMP standard required (WHO-GMP / EU-GMP / US FDA / other) - Any specific labelling requirements (local language, distributor details, etc.) - Whether an FSC / CPP / CoO will be required 7. Your details - Company name and country - Whether you are a first-time buyer or an existing client

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Sample Inquiry Email

Below is a template you can adapt for your inquiry to Bharat Medex or any Indian pharmaceutical trader.

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Subject: Pharmaceutical Product Quotation Request — [Your Company Name] — [Country]

Dear Sales Team,

I am writing on behalf of [Company Name], a pharmaceutical importer/distributor based in [Country]. We are seeking a quotation for the following products for import to [Country]:

Product 1: - INN: Amoxicillin Trihydrate - Strength: 500mg - Form: Hard gelatin capsules - Pharmacopoeia: IP (Indian Pharmacopoeia) - Pack size: 10 capsules per blister strip, 10 strips per box (100 capsules per box) - Quantity: 50,000 boxes (5,000,000 capsules) - Min shelf life: 18 months remaining on dispatch - GMP required: WHO-GMP certified manufacturer Product 2: - INN: Metformin Hydrochloride - Strength: 500mg - Form: Film-coated tablets - Pharmacopoeia: IP - Pack size: 10 tablets per blister strip, 10 strips per box - Quantity: 30,000 boxes - Min shelf life: 18 months remaining on dispatch - GMP required: WHO-GMP certified manufacturer Commercial terms: - Incoterm: CIF [Destination Port] - Currency: USD - Payment: We can offer 100% advance TT or confirmed L/C at sight - Required delivery: Within 8 weeks of order confirmation Documentation required: - Certificate of Analysis (batch-specific) - Certificate of Origin (Chamber of Commerce) - Free Sale Certificate from State FDA / CDSCO (required for import registration in our country) - Manufacturer's current WHO-GMP certificate

Please confirm: 1. Availability and quoted price per box (CIF basis) 2. Manufacturer name and GMP certification status 3. Estimated lead time for order processing and shipment 4. FSC lead time

We look forward to your response.

Best regards, [Your Name] [Title] [Company Name] [Country] [Phone / WhatsApp] [Email]

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What to Expect in Response

A professional Indian pharmaceutical trader should respond with: - Price per unit/box on the stated Incoterm basis - Manufacturer name and GMP certificate reference - Confirmed availability and estimated shelf life at dispatch - Lead time for production/procurement and shipping - Indication of FSC/document availability

If the supplier cannot provide manufacturer details or documentation confirmation at the quotation stage, that is a red flag worth noting.

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Send your inquiry to Bharat Medex — we respond to all structured inquiries within 48 business hours with a complete quotation.