Send a brief with ownership and deadlines
Send the intended use and market, target format, closure reference, planned packaging and proposed launch quantities. Name the person responsible for reviewing the product and the person who approves artwork. Ask the supplier to identify what is already defined, what requires development and what is outside their scope. Set a deadline for the reply and keep the supplier's response with the exact brief version they received.
Reconcile samples with documents before sign-off
Log the sample code, delivery date, formula reference and pack revision when the parcel arrives. Ask for the reviewer’s documents with matching version numbers or written confirmation of which version each document covers. A stock sample can help your team discuss texture and packaging. When any material feature differs from the proposed order, record the difference and ask when the relevant sample or evidence will be available.
- Assign separate decisions for formula review, filled packaging and artwork.
- Store photos and comments with the matching version number.
Match the quote to the reviewed configuration
Compare quotes on the same basis, including format, fill size, closure, printed components, order quantity and destination. Ask for any sampling, testing, artwork or development charges on separate lines. Where the formula, pack or artwork remains provisional, mark that row for follow-up and specify what must be resolved before purchase approval. Carry the approved references into the order so a later substitution triggers a new review.
- Include the approved pack drawing and artwork revision in the order packet.
- Request written acceptance of the agreed scope and outstanding actions.