Many disputes between buyer and manufacturer do not start from bad faith but from a short purchase order typed into a quick message: “100 kg argan oil, ship next month.” Which grade? Which sample is the reference? What happens if the quantity arrives slightly short? Every question left unanswered in writing is a potential dispute.
Why a quotation is not enough
A quotation describes what the manufacturer can offer at a given moment; a purchase order is your commitment to a specific order. When the two conflict, the reference becomes unclear. Cite the quotation number and date in the order and flag anything that changed. For the wider contractual picture, see our guide to the quality agreement with a cosmetics manufacturer.
The essential clauses
| Clause | What to write | Why it matters |
|---|---|---|
| Parties | Legal name, address, responsible contact | Who approves changes and who receives goods |
| Order number and date | Unique number and issue date | Tracking, correspondence, invoicing |
| Product and grade | Cosmetic or culinary, virgin or deodorised | Grades are not interchangeable |
| Reference | Approved sample number and certificate of analysis | Makes conformity measurable |
| Quantity | One unit (kg, litres or bottles) and tolerance | Weight and volume differ |
| Delivery | Date, Incoterm, place | Allocates risk |
| Payment | Currency, deposit, balance, method | Removes ambiguity about production start |
Specifications: tie the order to something verifiable
The most dangerous phrase is “same quality as the sample” without saying which sample. State the sample number and approval date and attach the certificate of analysis. If you agreed tolerances for colour, aroma or oxidation indicators, write them down. Argan oil is a natural product, so slight variation between batches is normal, as we explain in why argan oil colour and aroma vary from batch to batch; define what counts as normal and what counts as out of specification.
List the documents required with the shipment too: certificate of analysis, technical data sheet, safety data sheet, certificate of origin if needed, and the minimum remaining shelf life at delivery.
Quantity and delivery
Decide whether the quantity is fixed or tolerant, and how differences are invoiced. For staged orders, attach a schedule. State the Incoterm, since it determines who bears freight, insurance and risk; our article on landed cost for argan oil shows how this affects unit price. Finally, say what event starts the lead time (deposit received, artwork approved), because this is a frequent source of disagreement about “delays”.
Quality, inspection and rejection
Describe how and when you will inspect: pre-shipment sample approval (see pre-shipment sample approval), the window for reporting problems after receipt, accepted evidence (photos, batch numbers, test results), and the agreed remedy: replacement, credit or discount.
Practical steps
- Start from the approved quotation and copy its figures, citing its number.
- Add the reference sample and certificate of analysis.
- Set quantity, unit and tolerance.
- Add the delivery schedule, Incoterm and documents.
- State payment terms, currency and due dates.
- Define the inspection window and claim procedure.
- Ask for written acceptance; silence is not agreement.
FAQ
Do I need a purchase order if I have a signed quotation?
Ideally yes, especially for staged deliveries or variable quantities.
Can the order be changed after production starts?
Sometimes, but changes may affect price and timing. Agree a change procedure and record each change in a signed addendum.
How is it different from a proforma invoice?
The purchase order comes from you; the proforma comes from the factory to confirm what will be supplied and paid. Compare them line by line.
What is the minimum to include?
Product and grade, quantity, reference, price and currency, delivery, payment and inspection window.
A clear purchase order saves weeks of back-and-forth. Review our working process, then request a quote at assilouargane.com/quote to prepare your next argan oil order.
