Begin with the acceptance basis
Attach the governing purchase specification and its revision to the enquiry. List every property that must be tested, the required limit, named test method and edition, reporting unit and the person authorised to accept the result. A grade label such as 60/70 or 80/100 identifies the requested class but does not replace the full acceptance table. If the buyer permits an alternative method or grade, record the approval route before testing or loading.
Read each document by its evidence
Do not rely on the title alone. A product data sheet normally presents reference properties or declared limits. A batch Certificate of Analysis should identify the tested material, batch or lot reference, results, methods or specification basis, issue date and issuer. An inspection report should state the agreed inspection scope and what the inspector actually witnessed or verified. Ask for separate documents where their functions differ; renaming a catalogue table as a COA does not create shipment-specific evidence.
Map the sample to the cargo
Before sampling, define what constitutes the batch or inspection lot and how it will map to tanks, production records, drums, packing lists and container numbers. Record the sampling location, date and time, material condition, sampler, witness where required, sample identifier and custody transfers. The final COA or laboratory report should carry an identifier that can be reconciled with the approved cargo. If material is blended, transferred or the proposed batch changes after sampling, require a documented review before using the earlier result for release.
Agree the sampling practice before the visit
ASTM D140/D140M-16(2023) states that sampling is as important as testing and applies at points of manufacture, storage or delivery. The purchase or inspection instruction should therefore name the governing sampling practice and edition, sampling point, number and purpose of samples, containers, sealing and labelling, retained-sample period and distribution to the agreed parties. Use the full applicable method and trained personnel; this buyer guide does not reproduce the operating procedure.
Define the laboratory and test schedule
State whether testing is performed by the producer’s laboratory, an independent laboratory or both. If the buyer requires an ISO/IEC 17025-accredited laboratory, confirm that the relevant test method is within the laboratory’s accreditation scope rather than accepting a general accreditation statement. ISO describes ISO/IEC 17025 as the standard for competence, impartiality and consistent operation of testing and calibration laboratories. Keep method editions, units and rounding rules consistent when comparing results from different laboratories.
Separate quality, quantity, packing and loading checks
A passing laboratory result does not confirm drum count, net product mass, packaging condition, markings, container identity or loading condition. Build the inspection order in separate lines: sampling and quality testing; quantity or weight verification; drum and marking checks; container and seal recording; loading supervision; and document review. For each line, state the responsible party, evidence to be issued and whether it is a hold point, witness point or record-only check under the agreed contract.
Set the release and discrepancy rules
Identify which documents must be accepted before packing, before container sealing and before shipment release. Define who may issue the release, how deviations are recorded and whether resampling, retesting or review by another laboratory is permitted. State which retained sample controls a dispute and the time limit for raising one. Do not create these rules after a result falls outside the requirement; an agreed process protects both buyer and seller from an improvised decision.
RFQ wording for inspection-ready supply
Add this to the enquiry: “Product: Bitumen [60/70 or 80/100]. Governing specification and revision: [reference]. Net quantity and packing: [details]. Proposed batch or lot definition: [details]. Required sampling practice and edition: [reference]. Test schedule and laboratory requirement: [details]. Independent inspection scope: [quality / quantity / packing / loading / documents]. Required COA, inspection and release documents: [list]. Hold points and discrepancy procedure: [details]. Destination and delivery basis: [port, country and term].” Review the Bitumen 60/70 page or Bitumen 80/100 page, then send the inspection-ready enquiry.
Official sources and scope — reviewed 29 October 2026
Sources: ASTM D140/D140M-16(2023), Standard Practice for Sampling Asphalt Materials, shown by ASTM as active and last updated 8 December 2023; and ISO/IEC 17025:2017, confirmed by ISO in 2023 and current during this review. The document matrix, release workflow and RFQ wording are VEYRA editorial procurement tools. The buyer must provide the governing specification, applicable method editions and contractual acceptance rules; this article is not an inspection certificate or product approval.