You approve a sample, place the order, and the delivery looks slightly different: a lighter cap, a changed scent, a different label adhesive. In many cases the factory means no harm; one of its suppliers changed and nobody told you.
Change control is the written agreement on what the manufacturer may change alone, what needs notice, and what needs your approval first. Here is how to build it.
What is a silent change?
Any change to the product, its packaging or its process made without informing the customer, however small it seems. Common examples:
- A new supplier for the bottle, dropper or cap.
- A raw material from a different source with the same paper specification.
- Production moved to a different filling line or site.
- A new ink, adhesive or label stock.
- Different carton material or dividers inside the box.
Even a change that stays within the stated specification can affect scent, colour or container compatibility, as our article on colour and aroma variation between batches explains.
Why it matters to a brand owner
- Consistency: customers rebuy the same product; a visible difference erodes trust.
- Documents: your safety assessment, label and listing files are based on a specific formula and pack.
- Liability: if a complaint arrives, it is hard to show what changed when nothing was recorded.
Classify changes before negotiating
Do not demand approval for everything; you would slow the factory and drown in emails. Sort changes into categories instead.
| Category | Examples | Required of the factory |
|---|---|---|
| Major | Formula change, new raw material, different packaging material | Prior written approval and a new sample before production |
| Intermediate | Alternative supplier of the same component, line transfer, label source | Agreed advance notice and your right to request a sample |
| Minor | Internal equipment with no product effect, internal procedure update | Notice afterwards or in a periodic report |
Illustrate each category with examples from your actual product; vague classification is the biggest source of disputes.
Clauses to write
- Duty to notify in writing before any major or intermediate change.
- Notice period long enough to assess impact and request a sample. We do not suggest a single figure; it depends on the change type and your production cycle.
- Right to object or to require the next batch to the approved specification.
- Re-evaluation costs: who pays for samples and tests when the change comes from the factory versus from you.
- Change log recording the nature, date and first affected batch.
- Reference specification listing approved materials, dimensions and suppliers, updated with every approved change.
These clauses fit naturally into your quality agreement with the manufacturer rather than sitting in a forgotten appendix.
What to do when a notice arrives
- Ask for a written description: what changes, why and when.
- Request the new specifications and any supplier certificates.
- Assess the impact on the label, safety assessment and marketplace or importer files.
- Request a sample from the first changed batch and compare it with your reference sample.
- Approve or reject in writing and record the decision.
Keeping reference and retention samples gives you a physical baseline to compare against.
Your own commitments
Change control works both ways. If you want early notice, respond within the agreed period; the contract may state that silence counts as approval. If you change the design, size or fill volume, tell the factory early because it must source materials. Also protect your specification; see formula ownership and confidentiality.
Common mistakes
- Relying on a verbal agreement with a sales contact.
- Not keeping a reference sample before the change.
- Accepting a “temporary” substitution during a shortage and letting it continue.
- Ignoring the effect on the label and regulatory documents.
FAQ
Can the factory switch suppliers without my approval?
It depends on your agreement. Without an explicit clause it may treat this as an internal matter, which is why the wording must be written down.
Does every change need a new sample?
No. Samples are usually requested for major and intermediate changes; for minor ones, notice is enough.
How do I detect an unreported change?
Compare each batch with the reference sample and approved specification on arrival; see our receiving inspection checklist.
Is this suitable for small orders?
Yes, in a simple form: one page with categories, notice periods and a contact person.
Transparency about changes protects both your product quality and your relationship with the factory. If you are planning private label argan oil and want clear terms from the start, see how we work and request a quote at assilouargane.com/quote.
