Beauty OEM / ODM RFQ Toolkit
Prepared by ZYRA Formula Sourcing Team · Version 2 · Reviewed 2 September 2026.
Copy this template into your own document. This is a request for information and quotation, not an order, technical approval or guarantee of availability. Write UNKNOWN where undecided; do not invent specifications.
Status key: BUYER PROPOSAL / SUPPLIER TO CONFIRM / PROFESSIONAL REVIEW / AGREED. Record an owner and date for unresolved items. Share only information necessary for this enquiry; do not include identity documents or confidential formulas in an initial public form.
For context on choosing a route and evaluating supplier responses, read the Beauty OEM Malaysia guide. Select and copy the fields and table rows you need into your own document.
1. Project identity — buyer proposal
- Project/reference and version:
- Enquiry date:
- Company/brand:
- Contact person, role and business email:
- Destination country and intended sales channel:
- Target user and intended cosmetic use:
- Product category and format:
- First product or extension to an existing range:
- Preferred commercial route: supplier-developed option / buyer-defined option / compare both / undecided:
- Decision-maker and next decision required:
2. Product brief — buyer proposal; feasibility requires supplier confirmation
- Product name or working description:
- Rinse-off/leave-on or other intended use:
- Desired texture, appearance, fragrance and dispensing experience:
- Benchmark reference and specific attributes to learn from (not permission to copy):
- Mandatory requirements:
- Preferences where alternatives are acceptable:
- Ingredients/materials preferred, with reason:
- Ingredients/materials to avoid, with reason:
- Proposed claims (NOT approved claims):
- Fill quantity or size preference:
- Destination-specific needs requiring professional review:
- Formula route: existing base / modified base / custom development / undecided:
- Requested changes from supplier’s existing option:
- Branding/private-label requirement: logo only / own-brand pack / formula changes / other:
- Sample requirement: purpose, desired options, quantity and date; supplier to confirm:
- Regulatory/document requirements and intended reviewer:
- Additional requirements or constraints:
- Ownership/licensing or exclusivity questions:
3. Specification agreement log
| Item | Buyer proposal | Supplier response / exception | Evidence or sample reference | Status / owner / date |
|---|---|---|---|---|
| Intended use and format | ________ | ________ | ________ | ________ |
| Appearance and sensory attributes | ________ | ________ | ________ | ________ |
| Composition / ingredient information access | ________ | ________ | ________ | ________ |
| Fill amount and tolerances | ________ | ________ | ________ | ________ |
| Container, closure and dispensing | ________ | ________ | ________ | ________ |
| Product/package compatibility | ________ | ________ | ________ | ________ |
| Quality criteria and evaluation method | ________ | ________ | ________ | ________ |
| Shelf-life / storage basis | ________ | ________ | ________ | ________ |
| Claims and documentation responsibilities | ________ | ________ | ________ | ________ |
Do not mark a proposed target agreed until the responsible parties accept the value, method and evidence. Technical criteria and testing must be set by competent parties for the specific product.
4. Packaging and pack-out
- Primary pack: material, dimensions/capacity, colour/finish, container reference:
- Closure/pump/dropper and matching component references:
- Stock component versus custom tooling preference:
- Label/carton/insert requirements:
- Artwork format, dieline, version and approval owner:
- Variable information and coding space to confirm:
- Requested display/barcode requirements and issuing responsibility:
- Unit pack, multipack and shipping-carton configuration:
- Handling, storage, leakage/transit concerns:
- Packaging supplier, filling party and compatibility-test owner:
- Component minimum quantities, excess-stock ownership and reorder constraints — supplier to confirm:
- Proposed material/environmental claims — evidence and professional review required:
5. Quantities, quote basis and timing — no supplier commitment implied
- Estimated initial quantity; label it an estimate:
- Alternative quantities the buyer genuinely wants quoted:
- Anticipated reorder scenario, if known:
- Budget guidance and currency, if the buyer chooses to disclose:
- Delivery destination and requested delivery/trade basis:
- Target launch date; fixed deadline or preference:
- Target delivery date at destination; fixed deadline or preference:
- Internal approval dependencies:
- Ask supplier to separate development, samples, tooling, tests, components, filling, assembly, freight, taxes and other charges:
- Ask for quotation validity, payment milestones, exclusions and cancellation/change terms:
- Ask for minimums by bulk/product, filling, packaging component, artwork and variant:
- Ask what starts the lead-time clock and which approvals or materials affect it:
6. Supplier response requested
- Legal contracting entity and role: manufacturer / trader / development provider / other:
- Which activities are in-house, outsourced or supplied by another named party?
- Exact proposed product and package references:
- Confirm each mandatory requirement; list exceptions rather than leaving them implicit:
- Available evidence relevant to this product/site/market and how it can be verified:
- Who owns specifications, formulas, artwork, tooling and change approvals?
- What sample options and evaluation support are available, at what confirmed cost?
- How are batch identity, deviations, complaints and changes handled?
- Proposed commercial scope, assumptions, minimums and timing dependencies:
- Who supplies market-entry documentation and who is responsible for its professional review?
7. Sample review log — repeat one row per version
| Sample ID/date | Product and packaging version | Question being evaluated | Observation and method | Open technical evidence | Decision / reviewer / date |
|---|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ | revise / reject / progress |
Sensory preference is not safety, stability, compatibility or claims substantiation. Ask competent parties which evaluations are needed. Record an agreed reference sample and written specification; keep separate approval records for formula/product, packaging and artwork.
8. Compare quotations on a common basis
| Supplier / quote version | Confirmed scope | Exceptions | Product and component minimums | Itemised cost/currency | Timing dependencies | Evidence gaps | Next action |
|---|---|---|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ | ________ | ________ | ________ |
Do not compare headline unit prices while fill size, pack, delivery basis, tests or included services differ.
9. Professional review and release gates
- Intended market and product classification checked by:
- Ingredients, proposed claims, labels and applicable market-entry obligations reviewed by:
- Relevant quality/safety documentation available from:
- Contract, IP and delivery responsibilities reviewed by:
- Unresolved items that prevent an order:
- Final written approvals required and authorized approvers:
- Enquiry status: information gathering / sample evaluation / quote clarification / ready for separate order review:
For Malaysia, consult NPRA’s current cosmetics guidance and latest directives. This worksheet does not replace product-specific regulatory or technical review.
10. Next step
To discuss a project with ZYRA Formula, use Start a Product Sourcing Enquiry. Summarize the product, destination, estimated quantity, packaging direction and unknowns in the Message field. Choose Beauty & Personal Care or OEM / Private Label. The page prepares an email in your email application; review and send it there. Paste the relevant brief into Message; no attachment workflow is required. ZYRA’s role is sourcing and coordination through selected partners; commercial and technical feasibility require confirmation.
Optional Lip Care brief supplement
Use this supplement for a potential Lip Care enquiry; it does not confirm supply.
- Format: balm / tinted balm / oil / serum-style / mask / scrub / butter / undecided:
- Intended cosmetic use and target user:
- Existing-formula versus custom-development preference:
- Texture, finish, tint and flavour/fragrance preferences; identify essentials:
- Ingredient preferences and exclusions with reasons:
- Packaging concept: stick / squeeze tube / jar / applicator / other / undecided:
- Desired fill size and variants:
- Estimated quantity per variant, budget/currency and sample needs:
- Target market, delivery destination, target launch and target delivery dates:
- Proposed claims and documents requiring qualified review:
- Packaging compatibility, shelf-life and other evidence questions:
- Open decisions and next approval owner:
SPF, medical, efficacy and certification statements are not established by selecting a format. Keep them out of approved artwork until the exact product, evidence and intended-market requirements have been reviewed. No Lip Care availability is promised by this worksheet.
Start a Product Sourcing Enquiry. Paste or summarize your relevant project brief in Message. An enquiry does not place an order or confirm availability, price, MOQ, samples or production.