No Black Boxes
How We Handle
Your RFQ — Step by Step
From the moment your enquiry arrives to the day documents land in your inbox — every stage is defined, timed, and accountable. No ambiguity on what happens next.
1-Hour Acknowledgement
4-Hour Technical Offer (Standard Specs)
Documents Before Despatch
Same-Day Dispatch Notification
Urgent Supply — Same-Day Response
10-Stage Order Process
Every order — whether a single ball valve or a full project BOM — follows this process. Each stage has a defined timeframe and a defined output.
01
RFQ Receipt & Acknowledgement
Within 1 working hour
- RFQ logged into our order management system with a unique reference number
- Assigned to a technical-commercial team member immediately
- Acknowledgement sent to buyer with RFQ reference and expected response time
- Preliminary check: is the enquiry complete enough to technical-review without clarification?
You receive: Acknowledgement message (WhatsApp / email) with reference number and timeline
02
Technical Review
Within 4 working hours (standard specs)
- Line-by-line review of valve specifications: size, pressure class, material, end connection, actuation
- Verification of specification against referenced standard (API 6D, ASME B16.34, API 609, etc.)
- Identification of conflicts: e.g. NACE MR0175 spec without hardness requirement stated
- IBR applicability check for steam service valves
- Fire-safe designation check for oil & gas and LNG service valves
- Actuation type and fail position verification for automated valves
You receive: If clarification is needed, one consolidated technical clarification request — not multiple follow-up messages
03
Sourcing Confirmation
Within 4-8 working hours
- Check inventory for ex-stock availability (standard CS/SS valves NPS 0.5–12)
- If not ex-stock: confirm production lead time and pricing — revised date provided within 4 hours
- For exotic materials (Hastelloy, Duplex, Inconel): specialist sourcing initiated
- TPI availability confirmed if buyer has specified a TPI agency
- Lead time verification: ex-stock / made-to-order / subject to manufacturer availability — clearly distinguished
You receive: Sourcing basis clearly stated in quotation: ex-stock, made-to-order, or confirmed with manufacturer
04
Commercial Offer Issued
Within 4–24 hours depending on complexity
- Quotation prepared in structured format: item number, tag, description, quantity, unit price, total
- Scope of supply clearly stated: valve only / valve + actuator / valve + actuator + positioner
- Document scope stated: which certificates are included, which are on-request
- Lead time stated with basis (see Step 03)
- Commercial terms: payment terms, delivery terms (ex-works / FOR / CIF), validity period
- Applicable standards referenced against each line item
- Exclusions listed explicitly — no hidden scope gaps
You receive: PDF quotation with full technical and commercial detail — no ambiguities requiring follow-up
05
Order Acceptance & Production Kick-off
Within 2 hours of PO receipt
- Purchase order reviewed against quotation — line-by-line match verification
- Any deviations from offer flagged to buyer before acceptance
- Order acknowledgement issued with confirmed delivery date
- Production order placed and confirmed with delivery schedule
- Inspection Test Plan (ITP) prepared for orders with TPI requirement
- ITP submitted to buyer and TPI agency before production commences
You receive: Order acknowledgement with confirmed delivery date, production reference, and ITP (if applicable)
06
Production & In-Process QC
Per confirmed lead time
- Material receiving inspection: MTC verification, heat number matching, PMI on alloys
- In-process inspection: thread gauging, bore verification, seat assembly
- Dimensional inspection against approved drawing
- Pressure testing per API 598 / ISO 5208: shell, seat, backseat
- TPI witness / hold points cleared per ITP
- Non-conformances raised and resolved before proceeding to next stage
You receive: Inspection reports available on completion; TPI inspector notified and scheduled for witness points
07
Document Compilation
Before despatch — no exceptions
- EN 10204 3.1 MTC compiled and cross-referenced to heat number and tag number
- Hydrostatic test certificate compiled with test data and inspector signature
- Dimensional inspection report compiled
- PMI report for alloy valves compiled
- IBR Form III-C / IV for steam service valves
- Coating DFT report where applicable
- Full document package reviewed before despatch release
You receive: Complete document package (PDF dossier) ready before physical despatch — not after delivery
08
Pre-Despatch Inspection (PDI) & Release
Final stage before shipping
- Tag number vs. MTC vs. order PO number — final traceability verification
- Visual inspection: end caps fitted, flange protectors fitted, preservation confirmed
- TPI inspection release note received (if applicable)
- Packing list compiled with item-wise detail: tag, serial, net weight, gross weight
- Commercial invoice, E-way bill, or export documentation prepared
You receive: PDI clearance before dispatch — nothing ships without final release sign-off
09
Despatch & Tracking
Same day as shipment
- Despatch notification sent same day: courier tracking number, docket, estimated delivery
- Document package sent electronically (PDF) same day as physical despatch
- For export: Bill of Lading, Certificate of Origin, and export documents shared on completion
- In-transit tracking updates on long-distance or export shipments
You receive: Tracking detail and document PDF on despatch day — no chasing required
10
Post-Delivery Support
Ongoing
- Technical queries on installation, commissioning, or operation: responded within 4 working hours
- Non-conformances or quality issues: NCR raised and managed by Vajra — not deflected to manufacturer
- Replacement sourcing on urgent failures: prioritised, expedited sourcing
- Additional documentation requests (extra copies, translated certs): handled within 24 hours
You receive: One point of contact for all post-delivery matters. +91 9979774557 — answered.
What to Include in Your RFQ
The more complete your RFQ, the faster and more accurate the technical commercial offer. Use this checklist when preparing your valve enquiry.
Valve Identification
- Valve type (ball, gate, globe, butterfly, check, etc.)
- Quantity required
- Tag numbers (if available)
- P&ID or datasheet (if available — not required)
Size & Pressure
- Nominal pipe size (NPS or DN)
- Pressure class (Class 150 / 300 / 600 / 900 / 1500 / 2500 or PN rating)
- End connections (flanged ASME B16.5 / threaded NPT / butt-weld BW / socket-weld SW)
- Bore type (full bore or reduced bore — for ball valves)
Material
- Body material (WCB / CF8M / WC9 / LCC / Hastelloy / Duplex, etc.)
- Trim material (SS 316 / Stellite / PTFE, etc.)
- Seat material (PTFE / metal / EPDM, etc.)
- NACE MR0175 compliance required? (Yes / No)
Service & Standards
- Fluid / service (water, steam, crude oil, H2S gas, LNG, etc.)
- Operating temperature and pressure (if known)
- Standard to comply with (API 6D / API 609 / ASME B16.34 / IBR, etc.)
- Fire-safe designation required? (API 607 / API 6FA)
- Testing standard (API 598 / ISO 5208 — leakage class if specified)
Actuation (if applicable)
- Actuator type (manual / gear / pneumatic / electric / hydraulic)
- Fail position (fail-open / fail-close / fail-last)
- Signal (4–20 mA / on-off / HART / Fieldbus)
- Area classification (ATEX Zone 1 / Zone 2 / safe area)
Commercial & Documentation
- Required delivery date or lead time
- Delivery location (city / port / ex-works)
- TPI agency (if applicable: SGS / BV / TUV / DNV / Intertek / CEIL / other)
- Special documentation required (IBR / NABL MTC / PMI / fire test cert)
- Project name or PO reference (if available)
Incomplete RFQ? Send what you have. We will review and send a single consolidated clarification request — not multiple follow-up messages. Even a partial specification (valve type + size + fluid) is enough to start the technical review process.
Urgent Supply Protocol — Shutdowns & Plant Breakdowns
Plant shutdowns and emergency replacements operate on a different timeline. We maintain an urgent supply protocol specifically for shutdown, TAR, and plant breakdown situations. Here is exactly how to activate it:
1
Mark your RFQ subject line: URGENT — SHUTDOWN / URGENT — PLANT BREAKDOWN2
WhatsApp direct: +91 9979774557 — mark as urgent in message3
State plant name, breakdown description, and required-by date clearly4
We verify ex-stock availability within 2–4 hours for standard CS/SS valves5
If in-stock: dispatch within 1 working day from Vadodara6
If not in-stock: we tell you honestly and identify nearest available alternative7
Air freight available for urgent domestic and international requirementsReady to Submit Your Valve RFQ?
Use our structured 2-step RFQ form for the fastest response. Or email / WhatsApp your specification directly — we handle both.
1-hour acknowledgement
4-hour offer (standard specs)
sales@vajravyuh.com
+91 9979774557