Hot Melt Adhesive RFQ Checklist: Information to Send Before Requesting a Quote

A useful hot melt adhesive quote requires more than a product name, quantity, and delivery country.

Requests such as “Please quote your best hot melt glue” or “We need 10 tons of adhesive for packaging” leave too many technical questions unanswered. The supplier may quote an unsuitable standard grade, recommend the wrong product form, calculate freight based on the wrong packaging, or prepare a sample that cannot run correctly on the buyer’s equipment.

A complete hot melt adhesive RFQ checklist helps purchasing, production, engineering, quality, and supplier teams align before pricing begins. It allows the supplier to identify the right adhesive direction, provide a more relevant sample, calculate a realistic quotation, and reduce repeated emails during project development.

This guide explains the most important adhesive quotation requirements, which details affect price and product selection, and how to prepare an RFQ that an industrial hot melt adhesive manufacturer can evaluate efficiently.

Quick answer: Before requesting a hot melt adhesive quote, provide the application, exact substrates, equipment and process conditions, required bond performance, service environment, estimated volume, packaging preference, destination, documentation requirements, and sample-testing plan. If some information is unknown, mark it as “to be confirmed” instead of guessing.

What Is a Hot Melt Adhesive RFQ Checklist?

RFQ means Request for Quotation. A hot melt adhesive RFQ checklist is a structured list of technical and commercial information sent to an adhesive supplier before requesting price, samples, lead time, or product recommendations.

Its purpose is not limited to obtaining a price. A well-prepared RFQ helps the supplier:

• Understand the real bonding application
• Identify suitable adhesive chemistries
• Screen existing products before considering customization
• Evaluate equipment compatibility
• Calculate the correct packaging and shipment basis
• Prepare representative samples
• Recommend realistic processing settings
• Identify required compliance documents
• Estimate MOQ and production lead time
• Reduce the risk of failure during the production trial

Industrial hot melt adhesive is not a standardized commodity. Two products described as “packaging hot melt adhesive” can differ significantly in viscosity, open time, setting speed, thermal stability, substrate compatibility, product form, density, heat resistance, and cost per finished unit.

If you are still deciding between EVA, polyolefin, APAO, PUR, PSA, or butyl systems, review the main types of hot melt adhesives before preparing the RFQ.

Why Incomplete Hot Melt Adhesive RFQs Cause Problems

An incomplete inquiry does not always prevent a supplier from sending a price. However, the quotation may be based on assumptions rather than the actual application.

This can create several problems.

The Wrong Adhesive May Be Quoted

“Hot melt adhesive for plastic” does not identify the actual surface.

PE, PP, PET, ABS, PVC, TPU, coated films, painted parts, and filled plastics can have very different bonding behavior. A grade selected for untreated PET may not bond reliably to a low-surface-energy PP component.

The Sample May Not Match the Equipment

An adhesive may show acceptable bond strength in a manual test but perform poorly in a tank melter, spray system, slot-die coater, roller coater, cartridge applicator, or PUR edge-banding machine.

Viscosity, melting rate, product form, thermal stability, and application temperature must match the actual equipment.

The Quotation May Use the Wrong Cost Basis

Price can change with:

• Order quantity
• Adhesive chemistry
• Raw-material requirements
• Product form
• Package size
• Private-label printing
• Pallet configuration
• Testing requirements
• Documentation
• Delivery term
• Destination
• Sample or development work

A price per kilogram is not meaningful unless these conditions are also defined.

Sample Approval May Take Too Long

If the supplier does not know the failure criteria, service environment, or production settings, each sample round becomes a new experiment. Buyers may test several products without learning why one passed or failed.

Commercial Comparisons May Become Misleading

Supplier A may quote standard packaging on an EXW basis, while Supplier B quotes customized cartons on a FOB basis. The two numbers cannot be compared directly.

The quotation basis must be normalized before a purchasing decision is made.

Hot Melt Adhesive RFQ Checklist: 12 Essential Information Categories

The following twelve categories cover the most important technical and commercial information for an industrial hot melt adhesive quotation.

1. Identify the Application and Project Type

Begin with the finished product and the purpose of the adhesive.

Avoid descriptions such as:

• General bonding
• Packaging glue
• Adhesive for plastic
• Furniture adhesive
• Strong hot melt

Use a specific application description instead:

• Closing coated corrugated cartons for frozen-food distribution
• Bonding PVC edge banding to MDF panels
• Laminating polyester fabric to PU foam
• Assembling pocket springs and nonwoven fabric in mattresses
• Coating a pressure-sensitive adhesive onto label stock
• Bonding PP automotive trim to foam
• Sealing filter frames and pleated media
• Assembling disposable hygiene products at high line speed

Also explain the project type:

• New product development
• Replacement of an existing adhesive
• Cost-reduction project
• Production-speed increase
• Bond-failure investigation
• Odor or VOC improvement
• Private-label product
• Localization or second-source qualification

A replacement project should include information about the current adhesive and the reason for changing it. A new application requires more detailed substrate and process information because no approved production reference exists.

2. Describe Both Substrates Accurately

A bond always involves at least two surfaces. Identify both sides separately.

Provide the following information where available:

• Material name
• Material grade
• Supplier or product code
• Thickness
• Density or basis weight
• Porosity
• Surface coating
• Printing or varnish
• Corona, plasma, flame, or chemical treatment
• Release agent
• Oil, dust, moisture, or other contamination
• Recycled-material content
• Surface temperature during bonding
• Lot-to-lot variation

For example, “paper to plastic” is too broad. A more useful description would be:

Printed, water-based varnished folding carton bonded to a 0.4 mm untreated PP insert.

Low-surface-energy plastics, coated boards, foams, fabrics, metal foils, painted parts, and recycled substrates often require different adhesive properties.

Whenever possible, send representative pieces of both production substrates. Photos help explain the bond geometry, but physical samples allow the adhesive supplier to evaluate the real surfaces.

3. Explain the Bond Design and Adhesive Location

The same materials can require different adhesives when the bond geometry changes.

State whether the adhesive will be used for:

• A narrow bead
• Dot application
• Spiral spray
• Full-surface lamination
• Intermittent coating
• Slot-die coating
• Roller coating
• Edge sealing
• Gap filling
• Permanent pressure-sensitive coating
• Removable bonding
• Air, water, or moisture sealing

Include:

• Approximate bond area
• Bead diameter or width
• Coating width
• Coat weight
• Bond-line thickness
• Overlap length
• Whether the joint is under peel, shear, tension, or continuous load
• Whether the adhesive will be visible
• Whether squeeze-out is acceptable
• Whether the bond must remain flexible

A small bead holding a carton flap and a full-surface textile laminate may use very different hot melt technologies even when both applications run at similar temperatures.

4. Provide the Current Adhesive and Existing Problem

If the project is replacing an existing product, include as much information as possible about the current adhesive:

• Manufacturer
• Product code
• Adhesive chemistry
• Product form
• Color
• Application temperature
• Viscosity information
• Softening point
• Open time
• Setting time
• Package size
• Current price basis
• Monthly consumption
• TDS or SDS
• Retained sample
• Production history

Explain why the current adhesive is being replaced.

Common reasons include:

• Weak bonding
• Pop-open cartons
• Heat creep
• Cold-temperature failure
• Stringing or tailing
• Char and black particles
• Nozzle blockage
• Excessive odor or smoke
• Slow setting
• Insufficient open time
• Substrate staining
• Bleed-through
• High application weight
• Inconsistent batches
• Short shelf life
• Supply instability
• Unsuitable packaging
• High total operating cost

Do not write only “current glue quality is bad.” Describe where, when, and how the failure occurs.

If the project involves an active production issue, the hot melt adhesive troubleshooting guide explains which records and failure photos are most useful.

5. List the Application Equipment and Process Conditions

Hot melt adhesive selection must match the production line.

Provide the equipment manufacturer and model if available, along with:

• Melter type
• Tank capacity
• Heated-hose configuration
• Pump type
• Nozzle or gun model
• Slot-die or roller-coater details
• Spray or bead pattern
• Cartridge, pail, or drum system
• Filter size
• Maximum operating temperature
• Normal shutdown and restart procedure

Record actual production conditions instead of only the machine settings:

• Tank temperature
• Manifold temperature
• Hose temperature
• Nozzle or coating-head temperature
• Substrate temperature
• Ambient temperature
• Factory humidity if relevant
• Pump pressure
• Line speed
• Cycle rate
• Open time
• Compression time
• Compression pressure
• Coat weight or adhesive consumption
• Normal molten residence time
• Planned production stops

Viscosity, open time, and setting time are interconnected. Buyers who are unfamiliar with these parameters can review hot melt adhesive viscosity, open time, and setting time before completing the RFQ.

For automated lines, include both the normal speed and the maximum planned speed. An adhesive that performs well during a slow trial may set too quickly or too slowly when the line reaches full output.

The requirements described in this guide to hot melt adhesive for high-speed production are particularly relevant to packaging and automated assembly projects.

6. Provide the Required Processing Behavior

A hot melt must do more than produce a strong final bond. It must also run reliably through the equipment.

State the required processing behavior, such as:

• Melting speed
• Pumpability
• Sprayability
• Stable bead formation
• Low stringing
• Low tailing
• Clean nozzle cutoff
• Low char formation
• Low tank residue
• Low odor
• Low smoke
• Stable viscosity during long runs
• Fast startup
• Clean shutdown
• Easy equipment cleaning
• Acceptable color stability
• Compatibility with existing filters and hoses

For example, a slightly more expensive adhesive may reduce nozzle cleaning, rejected products, glue consumption, and line stoppages. This is why quotations should not be compared only by price per kilogram.

7. Define the Required Bond Performance

Terms such as “high strength” or “good adhesion” are subjective. Where possible, define the test method and pass criteria.

Relevant properties may include:

• Initial tack
• Green strength
• Peel strength
• Shear strength
• Tensile strength
• Fiber tear
• Substrate failure
• Creep resistance
• Flexibility
• Impact resistance
• Vibration resistance
• Water resistance
• Humidity resistance
• Heat resistance
• Cold resistance
• Chemical resistance
• Aging performance
• Final cured strength
• Removability
• Repositionability
• Permanent tack
• Air or moisture barrier performance

Also clarify when the bond will be evaluated:

• Immediately after assembly
• After cooling
• After 24 hours
• After PUR curing
• After temperature conditioning
• After accelerated aging
• After transport simulation
• After finished-product storage

A manual pull test may be useful for early screening, but it should not be the only approval method. Before bulk purchasing, test candidate products using the process described in how to test hot melt adhesive samples.

8. Describe the End-Use and Service Environment

The supplier needs to know what happens after the bond leaves the production line.

Provide realistic service conditions, including:

• Minimum temperature
• Maximum temperature
• Continuous operating temperature
• Short-term temperature peaks
• Freezer or refrigerated storage
• Hot warehouse conditions
• Summer container transport
• Humidity
• Condensation
• Water exposure
• Oils or plasticizers
• Cleaning agents
• Fuels or chemicals
• UV exposure
• Vibration
• Flexing
• Continuous mechanical load
• Stacking pressure
• Expected product life

Do not confuse application temperature with service temperature.

The application temperature describes the molten adhesive during processing. Service temperature describes the conditions experienced by the finished bond. A product applied at a high temperature does not automatically provide high heat resistance after cooling.

When temperature resistance is important, identify the actual bond-line temperature—not only the surrounding air temperature.

9. State Adhesive Form, Appearance, and Special Preferences

If the buyer already knows the preferred product form, include it in the RFQ:

• Pellets
• Granules
• Pillows
• Blocks
• Slabs
• Sticks
• Cartridges
• Foil-wrapped units
• Pails
• Drums

The form must be compatible with the formula, equipment, feeding method, and factory handling process. Not every adhesive chemistry can be supplied in every form.

Appearance and handling requirements may include:

• Transparent
• White
• Light amber
• Dark color
• Non-staining
• Low odor
• Low smoke
• Soft and flexible
• Non-tacky after cooling
• Permanently tacky
• Low VOC
• Easy visual inspection
• No visible glue line

If the chemistry is unknown, do not select one only because it is familiar. Provide the application conditions and ask the supplier to recommend a suitable option from its industrial hot melt adhesive product range.

10. Specify Quantity, Packaging, and Branding

Commercial volume affects production planning, packaging options, MOQ, pricing, and lead time.

Include:

• Sample quantity
• First trial quantity
• First commercial order
• Monthly consumption
• Annual forecast
• Order frequency
• Expected growth
• Preferred package size
• Maximum package weight for operators
• Pallet requirements
• Warehouse handling limitations

If private-label or OEM supply is required, also state:

• Brand name
• Label language
• Bag or carton design
• Barcode requirements
• Batch-code format
• Manufacturing-date format
• Expiry-date format
• Pallet marks
• Country-of-origin marking
• Number of SKUs
• Artwork status
• Target market
• Whether standard or custom formulation is required

Custom printing and low-volume packaging can change MOQ and cost. Buyers planning branded adhesive products should review the complete guide to OEM hot melt adhesive manufacturing.

11. List Documentation and Compliance Requirements

Documentation should be discussed before quotation, not after the order is ready to ship.

Common requests include:

• Technical Data Sheet
• Safety Data Sheet
• Batch-specific Certificate of Analysis
• Certificate of Conformance
• Product specification
• Composition or substance declaration
• Restricted-substance statement
• Food-contact supporting documents
• RoHS or REACH-related information where applicable
• Test reports
• Country-of-origin document
• Packaging specification
• Pallet fumigation or treatment documents
• Quality-system certificates
• Private-label document versions

State the destination country and the intended application. Do not request only “FDA certificate” or “food-grade certificate” without explaining:

• Whether contact is direct or indirect
• The type of food
• Contact temperature
• Contact duration
• Adhesive position in the package
• Whether a functional barrier is present
• The destination-market requirements

The supplier must understand the intended use before determining which statements or supporting documents are relevant.

A TDS, SDS, and COA serve different purposes. Buyers can use the hot melt adhesive TDS, SDS and COA guide to avoid treating these documents as interchangeable.

12. Confirm Delivery and Quotation Terms

A complete hot melt adhesive quote should state its commercial basis clearly.

Include:

• Delivery country
• Delivery city or port
• Requested trade term
• Preferred currency
• Transportation method
• Required delivery date
• Pallet or container preference
• Whether mixed products are acceptable
• Whether trial and commercial orders use different terms
• Required quotation validity
• Payment-term request
• Insurance requirement if relevant

Ask the supplier to show separately:

• Product price
• Packaging cost
• Private-label cost
• Sample cost
• Tooling or printing-plate cost
• Pallet cost
• Testing or development charge
• Freight
• Documentation charge
• Applicable taxes or duties where relevant

This makes it easier to compare quotations from different suppliers on the same basis.

Hot Melt Adhesive RFQ Summary Table

Weak RFQ vs Useful RFQ: An Example

Weak RFQ

We need yellow hot melt adhesive for carton sealing. Quantity is 10 tons. Please send your best price.

The supplier still does not know:

• The board coating
• The second substrate
• The line speed
• The equipment
• Application temperature
• Service temperature
• Freezer exposure
• Current glue consumption
• Package preference
• Destination
• Documentation requirements

More Useful RFQ

We need a hot melt adhesive for closing coated corrugated cartons used for frozen-food distribution. The bond is coated carton flap to recycled corrugated board. The adhesive is applied as two beads through a tank melter and heated-hose system. Normal tank and hose settings are 160–170°C, and the line runs at 90 cartons per minute. Available open time is approximately 1 second, followed by short belt compression. Finished cartons are stored at -18°C and may experience condensation during distribution. The current EVA grade sometimes produces pop-opens after cold storage and creates char during long production runs. Estimated consumption is 5 tons per month. Please quote 25 kg bags on a palletized FOB basis and advise sample availability, MOQ, lead time, TDS, SDS, and batch COA.

This RFQ gives the supplier enough information to evaluate chemistry, process compatibility, cold performance, thermal stability, packaging, and commercial volume.

The values are illustrative. Each buyer should provide measurements from the actual production line.

Which RFQ Details Have the Greatest Effect on Price?

Not every field changes price equally. The following factors often have the greatest commercial impact.

Price should therefore be evaluated together with processing performance, consumption, downtime, waste, service support, and bond-failure risk.

Information to Send When You Do Not Know the Adhesive Chemistry

Buyers do not need to decide whether the product must be EVA, PUR, polyolefin, APAO, PSA, or another chemistry before contacting a supplier.

Instead, provide:

1. The exact substrates
2. The final application
3. The production method
4. Actual equipment settings
5. Available open and compression time
6. Service temperature
7. Required durability
8. Current problem
9. Commercial volume
10. Sample-testing method

A technically capable supplier should be able to explain why a particular chemistry is recommended.

However, the final decision should still be verified with actual substrates and a representative production trial.

Hot Melt Adhesive RFQ Template

The following template can be copied into an email, spreadsheet, or purchasing form.

Company and Project

• Company name:
• Contact person:
• Country:
• Website:
• Industry:
• Project name:
• Project type: New application / Replacement / Troubleshooting / OEM / Cost reduction
• Target launch date:

Application

• Finished product:
• Adhesive function:
• Bond design:
• Application area:
• Is the adhesive visible after assembly?
• Photos or drawings attached: Yes / No

Substrates

• Substrate A:
• Grade or supplier:
• Thickness or basis weight:
• Coating or surface treatment:
• Surface condition:
• Substrate B:
• Grade or supplier:
• Thickness or basis weight:
• Coating or surface treatment:
• Surface condition:
• Physical samples available: Yes / No

Current Adhesive

• Manufacturer:
• Product code:
• Chemistry:
• Application temperature:
• Product form:
• Package size:
• Current consumption:
• Reason for replacement:
• TDS or sample available: Yes / No

Equipment and Production Process

• Equipment manufacturer:
• Equipment model:
• Application method:
• Tank temperature:
• Hose temperature:
• Nozzle or coating-head temperature:
• Line speed:
• Application pattern:
• Coat weight or bead size:
• Open time:
• Compression time:
• Compression pressure:
• Typical molten residence time:
• Normal shutdown procedure:

Performance Requirements

• Initial tack:
• Final bond strength:
• Heat resistance:
• Cold resistance:
• Water or humidity resistance:
• Chemical resistance:
• Flexibility:
• Creep resistance:
• Odor requirement:
• Color requirement:
• Expected service life:
• Required test method:
• Pass/fail criteria:

Service Environment

• Minimum temperature:
• Maximum temperature:
• Continuous load:
• Humidity or condensation:
• Water exposure:
• Chemical exposure:
• UV exposure:
• Transport conditions:
• Storage conditions:

Commercial Requirements

• Sample quantity:
• Trial quantity:
• First order quantity:
• Monthly consumption:
• Annual forecast:
• Preferred package size:
• Standard or private-label packaging:
• Pallet requirement:
• Destination port or city:
• Requested trade term:
• Preferred currency:
• Required delivery date:

Documentation

• TDS:
• SDS:
• Batch COA:
• Product specification:
• Food-contact information:
• Restricted-substance declaration:
• Test reports:
• Quality-system certificate:
• Country-of-origin document:
• Other requirements:

Supplier Response Requested

• Recommended product:
• Adhesive chemistry:
• Product form:
• Recommended application temperature:
• MOQ:
• Sample availability:
• Sample lead time:
• Commercial lead time:
• Unit price:
• Packaging:
• Quotation term:
• Payment term:
• Quotation validity:
• Available documents:
• Technical comments:

How to Compare Hot Melt Adhesive Quotations Correctly

Once quotations arrive, normalize the information before selecting a supplier.

Confirm That the Products Address the Same Application

One supplier may quote a general EVA product while another recommends a cleaner-running polyolefin grade. The prices may differ because the technical solutions are not equivalent.

Compare the Same Delivery Basis

Make sure each quotation uses the same:

• Quantity
• Package size
• Pallet basis
• Currency
• Delivery term
• Destination
• Freight inclusion
• Document scope

Compare Cost per Finished Product

A lower price per kilogram does not always mean lower production cost.

Consider:

• Adhesive density
• Required coat weight
• Consumption per unit
• Rejected products
• Nozzle cleaning
• Char formation
• Line downtime
• Startup waste
• Maintenance frequency
• Storage losses
• Failure claims

Review the Technical Response

A useful supplier response should do more than provide a product code and price. It should explain:

• Why the product is recommended
• Which conditions still need confirmation
• The recommended processing range
• Known application limitations
• Sample-testing requirements
• Documentation availability
• Next steps before commercial approval

Do Not Approve Bulk Supply from the Quotation Alone

The quotation begins the technical evaluation; it does not replace it.

Review the current TDS and SDS, test a representative sample, conduct a line trial, approve critical specifications, and retain a reference sample before ordering significant commercial volume.

Common Hot Melt Adhesive RFQ Mistakes

Asking Only for the Lowest Price

This encourages comparison of products that may not provide the same performance, consumption, or production reliability.

Naming Only One Substrate

The supplier must understand both bonding surfaces.

Using the Machine Set Temperature as the Actual Temperature

The displayed setting may differ from the temperature at the tank, hose, nozzle, adhesive bead, or substrate.

Ignoring Open Time and Compression Time

An adhesive can have excellent laboratory strength but fail because it sets before the substrates meet or remains soft after compression ends.

Describing Service Conditions as “Room Temperature”

Finished goods may experience cold storage, hot containers, warehouse heat, humidity, vibration, and load during transport.

Requesting Compliance After Sample Approval

A technically successful product may still be unsuitable if the required documents cannot support the destination market or intended application.

Hiding the Current Adhesive

Providing the current grade, TDS, sample, or known performance makes replacement projects more efficient. The goal is to define a suitable alternative, not merely copy a product name.

Sending Only Photos Instead of Materials

Photos show geometry and failure appearance, but they cannot reproduce coatings, surface energy, contamination, porosity, or material variation.

Comparing Only Price per Kilogram

Total applied cost and production reliability are more relevant than unit price alone.

Approving a Sample by Hand

Manual bonding may not reproduce the real temperature, application weight, speed, pressure, cooling, and aging conditions.

Frequently Asked Questions

What information is required for a hot melt adhesive quote?

At minimum, provide the application, both substrates, application method, equipment temperature, line speed, required performance, service environment, quantity, packaging, destination, and requested documents.

More detailed information will produce a more relevant quotation and sample recommendation.

Can I request a quote if I do not know the adhesive type?

Yes. Describe the substrates, equipment, production process, end-use conditions, and performance target. The supplier can then recommend a suitable chemistry and grade.

Why does the supplier need my monthly or annual volume?

Volume affects production planning, MOQ, packaging options, raw-material purchasing, private-label feasibility, lead time, and price. Buyers may provide a forecast range if the exact volume is not yet fixed.

Should I tell the supplier my target price?

A realistic target can help the supplier evaluate whether the project requires a standard grade, a higher-performance solution, or a reformulation. However, the target price should be provided together with the technical requirements and quotation basis.

Can a supplier quote without receiving substrate samples?

A preliminary quotation may be possible based on written information. However, physical substrates are strongly recommended for difficult surfaces, new applications, failure investigations, and custom formulations.

What documents should I request with the quotation?

Common documents include the TDS, SDS, sample specification, available compliance statements, packaging information, and quality-system information. A batch-specific COA is normally associated with the commercial production lot rather than a general preliminary quote.

Should the quoted adhesive match my current TDS exactly?

Not necessarily. TDS values may be based on different test conditions, and matching individual numbers does not guarantee equivalent production performance. The proposed adhesive should be evaluated against the actual process and finished-product requirements.

How much sample information should I provide?

State the requested quantity, test purpose, equipment, processing conditions, expected trial date, pass/fail criteria, and whether the sample will be tested manually, in a laboratory, or on a production line.

Do I need a custom formula?

Not always. A proven existing grade is usually the fastest and lowest-risk starting point. Custom formulation becomes more relevant when standard products cannot meet the substrate, process, environmental, branding, or performance requirements.

Is the cheapest hot melt adhesive quotation usually the best option?

No. Buyers should compare total applied cost, consumption, production speed, waste, downtime, maintenance, bond reliability, documentation, and technical support—not only the price per kilogram.

Final Buyer Recommendation

A strong hot melt adhesive RFQ does not need to contain every technical answer. It needs to distinguish confirmed facts from assumptions and unknown items.

At minimum, identify:

• What is being bonded
• The exact substrates
• How the adhesive is applied
• The available production window
• The required finished-bond performance
• The expected service environment
• The commercial volume
• The packaging and documentation requirements
• How the sample will be approved

These details allow suppliers to recommend a relevant product and prepare a quotation that can be compared fairly.

Before placing a bulk order, review the technical documents, test representative substrates, complete a production-line trial, agree on critical acceptance criteria, and confirm the commercial quotation basis.

To request a hot melt adhesive recommendation or quotation from KAISUN, contact our team with your completed RFQ checklist, substrate photos or samples, production settings, expected volume, and destination. The more accurately the application is described, the faster the project can move from initial inquiry to a controlled production trial.