A retailer or large distributor sends you a form with dozens of questions: where does the raw material come from? How are workers treated? What happens to packaging and waste? You own the brand, but most answers sit at the factory, with your packaging suppliers and along the supply chain.
What separates a brand that passes this stage confidently from one that stumbles is preparation: knowing what to request from your manufacturer, how to classify the answers, and what never to write.
What do these questionnaires usually cover?
| Topic | Typical question | What to ask the manufacturer |
|---|---|---|
| Raw material origin and traceability | Can you trace each batch to its source? | A description of the batch numbering system and records |
| Labour and cooperatives | How is fair treatment ensured? | A written description of sourcing relationships and labour policy |
| Packaging | What materials? Are they recyclable? | Specifications and supplier sheets for glass, cartons, closures |
| Waste, water, energy | Is there tracking or a reduction plan? | Actual practices, or an explicit statement that none exist |
| Product safety and compliance | Are quality files available? | Technical documents, analysis certificates, real certifications |
| Business conduct | Is there an anti-bribery policy? | The written policy, or confirmation that none exists |
Classify every answer: documented, declared or unavailable
- Documented: you can attach a document (valid certificate, report, written policy, batch record).
- Declared: the manufacturer states it, but you hold no document. Say so plainly.
- Unavailable: no practice or document today. Admit it and add a realistic improvement step.
Experienced buyers prefer “not available yet, with a plan” to an inflated answer that collapses at the first request for proof.
How to collect data from the factory
- Read the whole questionnaire and separate what only the factory knows from what is yours to answer.
- Send a structured request with a reasonable deadline and a clear ask for supporting documents.
- Ask for examples, not slogans: a sample batch record or a packaging specification.
- Check validity: dates, issuing body and the scope of any certificate.
- Source every number with a document and a date.
- Keep an evidence file, because buyers often return months later with follow-up questions.
Since traceability is central, read how to prove the source of every argan oil batch to see what a good record looks like.
What not to write
- Absolute claims such as “fully sustainable”.
- Certifications whose valid document you have not seen.
- Precise emissions, water or energy figures with no real measurement behind them.
- Names of cooperatives or partners without written confirmation.
- Dated promises you cannot guarantee.
These statements must also stay consistent with your marketing claims, which are subject to the rules of each market.
Packaging: the part you control
List what you actually use: bottle, closure and dropper, individual box, shipping carton, label. Ask each supplier for the material composition and what they know about recyclability in your target markets, and record what they do not know. You may spot simple gains: fewer layers, standardised carton sizes, unnecessary inserts removed.
Turn gaps into a short plan
- The missing item and its real reason.
- The owner (you, the factory, the packaging supplier).
- A realistic action with an approximate date.
Showing this list signals maturity. Also fold these topics into your factory audit checklist when choosing a manufacturer.
FAQ
Do I need an official sustainability certificate to respond?
Not necessarily. Many questionnaires accept descriptive answers with supporting documents, but some buyers require specific certifications, so read their terms first.
What if the manufacturer refuses to share a document?
Ask why. A summary may be enough, or the document may not exist, in which case mark it unavailable.
How long does it take?
It depends on the number of questions and how quickly suppliers respond. Start early.
Is a nice heritage story enough?
It helps marketing, but the questionnaire asks for facts. Keep the story honest and consistent with the documents.
In short
A questionnaire is not an exam to score perfectly; it tests how well you know your chain. Gather evidence, classify honestly, and turn gaps into a plan. Learn more about Assil Ouargane, then request a quote and include your buyer’s key questions.
