Many brands sign a distribution agreement and then wait for the first order, while the distributor pieces information together from scattered messages and old files. The result is repeated questions, storage mistakes and sales promises that do not match the product.
A clear onboarding kit, delivered before the first order, prevents most of this. Below: what it contains, the order of delivery, and what to leave out.
Why the kit is worth the effort
Your distributor represents your brand to retailers and customers you never meet. Any wrong statement is attributed to you, and any missing document delays listing with their next partner. When things are written down, you have a shared reference in a dispute and you answer the same questions less often.
What goes in the kit
| Document | Purpose | Who uses it |
|---|---|---|
| Product catalogue and SKU codes | Standardise names, sizes and codes across orders | Purchasing and sales |
| Technical data sheet and safety data sheet | Specifications, handling and storage information | Warehouse, registration, buyers |
| Compliance file | The documents you actually hold, such as a safety assessment and ingredient lists | Customs and listing bodies |
| Trade terms | Minimum order, lead times, payment terms, exchange policy | Management and accounts |
| Brand usage guide | Logo, images, permitted and forbidden wording | Marketing |
| Sales guide | What sellers say and what they avoid | Sales team |
| Storage and handling guide | Heat, light, stock rotation | Warehouse |
| Advertised price policy | Discount limits and minimum advertised price | Sales and online teams |
| Support and complaints path | Who to contact, when, and with what information | Customer service |
The key items in detail
Product file
Put the catalogue and data sheets in one folder with consistent file names. If your safety data sheet is not ready, read our guide to the TDS and SDS to know what to request from the manufacturer.
Compliance file: do not inflate what you have
Include only documents you truly hold that are still valid. Do not claim a certificate simply because a distributor asks for it. If a document is in preparation, say so with an expected date; buyers prefer candour to a document later found not to apply.
Sales guide
A distributor may not know the difference between cosmetic and culinary oil, or what may be said about benefits. Summarise the core messages, the forbidden wording and the frequent customer questions. For more, read our guide to training sales staff on argan oil.
Storage and rotation
Explain how to store oil away from heat and light and how to ship the oldest batches first. The rules are in our FEFO stock rotation article; condense them into one page posted in the warehouse.
Price policy
State what is allowed and what is not, such as online discounting or selling below an advertised price. A written policy reduces later disputes and should match the agreement type you chose, exclusive or open, as covered in our exclusive vs open distribution article. Have your legal adviser in the distributor's country review the legal side.
What not to include
- Formulation and manufacturing details, which are intellectual property to be shared only under a confidentiality agreement.
- Your cost price or internal margin.
- Expired documents or unapproved drafts.
- Delivery or exclusivity promises that are not in the contract.
- Therapeutic claims or guaranteed results without evidence.
Delivering it in three stages
- At signing: trade terms, price policy, brand guide, a named contact.
- Before the first order: catalogue, data sheets, compliance file, storage guide, plus a short video call to walk through the kit.
- After the first order: sales guide, samples for the team, the complaint form, then a review after the first month to collect questions and improve the kit.
How do you know onboarding worked?
You do not need complex metrics. Watch for these signals:
- Does the distributor order with the right codes the first time?
- Do the same questions keep coming back? If so, the kit has a gap.
- Have there been storage or marketing wording errors?
- Does their team know whom to contact when something goes wrong?
FAQ
Is the kit useful for a small distributor?
Yes, in a condensed form. Even a small order needs clear terms, a price policy and a data sheet.
Printed or digital?
Ideally an organised digital folder you keep updated, with printed copies of operational pages such as storage and contacts.
How often should I update it?
Whenever a document, policy or specification changes, and at minimum in a periodic review. Date each version and notify distributors of important changes in writing.
Can I share other distributors' prices?
No. Each partner's prices and information are commercially confidential; share only the general policy.
Conclusion
A good kit turns a distributor from a product recipient into a partner who knows your brand and represents it accurately. Start with the core documents, add what your partners' questions reveal, and never promise what you cannot prove. If you are preparing a private label argan oil line and want documents and specifications ready for distribution, you can request a quote to discuss quantities, packaging and paperwork with us.
