Many brands assume the hard part is landing a meeting with a large chain's buyer. Then they discover the buyer wants a full file before listing anything: product data, documents, payment terms, a returns policy and proof you can supply steadily.
Why chains differ from your own store
In direct sales you control price and timing. A large chain runs its own purchasing system: standardized item data, strict delivery windows, and penalties for delays or errors. A label or carton detail that a small shop tolerates can be rejected here. Rules differ between chains, so ask for the official supplier registration form.
What the buyer typically asks for
| Item | Why it's needed | Who prepares it |
|---|---|---|
| Item data (name, size, dimensions, weight) | Entry into stock and shelf systems | Brand with the factory |
| Barcode | Checkout scanning and stock tracking | Brand |
| Safety file and regulatory documents | Proof the product can be sold | Brand with the factory |
| High-quality product images | Chain catalog and online platforms | Brand |
| Payment and delivery terms | Cash flow and responsibility | Negotiation |
| Returns and damage policy | Who bears unsold stock | Negotiation |
Start with barcodes and item data
Every product and size needs its own barcode. Never reuse one code for two bottle sizes. Check that it scans on a real reader before production. Record unit and outer carton dimensions and weight precisely, because chains plan shelf space and transport from those numbers. If you export, also read our article on the HS code for argan oil.
The economics: check the margin before you agree
Chains often ask for their own margin, and may add listing fees, promotional contributions or seasonal discounts. These terms vary widely and cannot be generalized. First work out whether profit remains: revisit your unit economics with discounts and possible returns included.
Payment terms and returns
Many chains pay some time after receiving goods, meaning you finance the stock in the meantime. Ask:
- How many days pass between delivery and payment, and what starts the clock?
- Are unsold goods returnable, and at whose cost?
- How are shipments rejected for document errors handled?
- Are there penalties for late or short deliveries?
Supply capacity
The buyer wants assurance you will not run out after the first order. Ask your factory about minimum order quantity, lead times and its ability to double volumes. If the first order exceeds your means, start with one region or a few stores. Our argan oil quantity calculation guide helps estimate volumes.
Packaging and logistics
- Outer cartons matching agreed dimensions with a fixed unit count.
- Clear carton labels showing item name, barcode and batch number.
- Protection of glass bottles from breakage.
- Legible production and expiry dates, since some chains reject goods with too little remaining shelf life.
Checklist before the meeting
- Get the chain's supplier form.
- Prepare a complete sheet for each product.
- Approve barcodes and test scanning.
- Collect the safety file and documents from the factory.
- Calculate margin under worst-case discounts and returns.
- Confirm capacity and timelines with the factory.
- Prepare final images and samples matching production.
FAQ
Do I need a distributor to get in?
Not always. Some chains deal with brands directly, others prefer an approved local supplier.
Which product should I offer first?
A clear product in a shelf-friendly size with a simple story. Start with few SKUs.
Are there fees to get on the shelf?
It depends on the chain and market. Request the terms in writing.
How long does listing take?
It varies with the chain and the quality of your file; don't tie your financial plan to a date without written confirmation.
Build your listing file from the production side: quantities and lead times with the factory. Request a quote at assilouargane.com/quote and see what we offer on the Services page.
