This guide helps retail, private label and hospitality buyers prepare that brief. It is a buying checklist, not a statement that every option is available for every product. Confirm feasibility, quantities, costs and timing for the selected project in writing.
1. Define the product and its role in your range
Start with the product format: a scented candle, wax melt, electric warmer, aroma diffuser, reed diffuser or gift set. Then describe the selling context. A refill, a seasonal gift and an everyday shelf item may need different pack contents and presentation.
Choose a reference from the home fragrance product range and record its company product code. Keep that code next to the photograph and selected finish. If you want to change the shape, material or operating method, list it as a requested change rather than assuming it is included in the reference product.
2. Separate fixed requirements from open questions
Mark each item as required, preferred or open for recommendation. This makes it easier to compare a proposal that meets your brief with an alternative that changes the product. Avoid a single instruction such as “same as the picture”: different teams may interpret the container, colour, size and accessories differently.
| Brief section | What to specify | What to confirm |
|---|---|---|
| Product | Format, reference code and intended use | Exact configuration available for quotation |
| Appearance | Shape, finish and colour reference | Sample standard and acceptable variation |
| Fragrance | Scent direction and intended product use | Formula suitability and evaluation method |
| Quantity | Total units and split by version | Minimum order for each version and component |
| Packaging | Saleable set, artwork and protection | Final pack list, dimensions and packed weight |
| Documentation | Destination and sales channel | Documents needed for the exact product |
3. Ask how quantity is counted
State the total project quantity and the split by scent, finish, size and packaging version. Then ask which minimum applies to the finished product and which applies to a particular component or custom process. A total quantity does not establish that every colour or fragrance can be mixed within it.
Request a quotation that names the configuration and quantity basis. Keep sample charges, artwork or tooling charges, product cost and transport arrangements identifiable where applicable. Do not treat a previous quotation or another product’s listed minimum as the terms for a new project.
4. Define the complete saleable set
Write an itemised pack list. For a candle, that might distinguish the candle, container, lid, label, retail box and insert. For an electric diffuser, identify the device, cable, adapter, instructions and any fragrance separately. These are questions to resolve; a styled photograph does not prove that all pictured accessories are supplied.
Describe the route to the customer, including retail display, parcel delivery or a multi-item gift box. Ask how fragile components will be supported and separated. Use the home fragrance gift set buying guide when several products need to share one box.
5. Agree what the sample must demonstrate
Give each sample review a written purpose. An appearance sample may help you choose a finish; a product evaluation sample needs to represent the configuration you intend to order. Ask which materials, formula, components and packaging are represented and which remain provisional.
Record the sample reference, review date, observations and requested changes. If something changes after approval, identify whether another review is needed. Candle projects can use the private label candle sample approval checklist; diffuser projects can use the wholesale aroma diffuser buying guide for model-specific questions.
6. Match documentation to the destination and configuration
Name the destination market, intended use and sales channel before asking for documentation. Request records that can be matched to the exact proposed product, formula or electrical configuration. A general factory document or a certificate for another model does not answer every product question.
For electrical products, make the input rating, connection and supplied power accessories explicit. For fragranced products, ask which handling and product information applies to the selected formulation and use. Obtain the requirements relevant to your market from an appropriate source; this checklist does not determine legal compliance or establish that a product holds a certification.
7. Put review milestones before the requested delivery date
Give the date by which the goods are needed and say whether it refers to dispatch, arrival or availability for retail. Ask the manufacturer to propose a schedule that includes sample review, artwork approval and confirmation of outstanding specifications.
Keep timing provisional until the relevant team confirms it for the project. An attractive product concept or a sample photograph does not establish production capacity, a sample turnaround or a shipping commitment.
A project brief you can copy into your enquiry
- Project: product format, selling context and destination market.
- Reference: company product code, photograph and selected version.
- Required changes: appearance, fragrance, components or packaging requests.
- Quantity: total units and split by scent, colour, size or pack.
- Pack contents: every included item, retail presentation and protective packing.
- Sample review: what must be demonstrated and who will approve it.
- Documentation: questions for the exact product and destination.
- Schedule: required arrival date and decisions still outstanding.
Frequently asked questions
Can I start an OEM enquiry without final artwork?
Yes. Explain the intended branding and packaging format, and identify which files are still being prepared. Ask which decisions and artwork specifications are needed before the sample and quotation can be finalised.
Does one minimum order cover every fragrance or colour?
Do not assume so. Ask how the minimum is counted for each finished version, component and packaging choice. Put the requested quantity split in the enquiry.
Should I ask for the lowest price first?
First make sure the quotations cover comparable products and pack contents. A price without a defined specification can hide differences in materials, accessories, packaging or quantities.
What information should remain marked “to be confirmed”?
Keep unapproved specifications, accessory choices, applicable documents, minimum quantities and delivery dates open until you receive a project-specific answer. Record the answer alongside the brief so the sample and quotation can be checked against it.
Discuss your home fragrance project
Scent-Sational is a home fragrance OEM manufacturer in Xiamen. Send your product references, destination, quantity split and open questions through the project enquiry page. Ask the team to confirm the proposed specification, sample arrangements and quotation for your selected products.