PHYTONIVA editorial · Sourcing guides

For a small brand, start a botanical extract purchase with the quantity needed for your next trial, a written ingredient specification and a request for sample and first-order terms. Ask the supplier to confirm whether that requirement can be supplied. A product listing does not establish a low MOQ, sample availability or suitability for your formula.

1. Separate the sample, pilot batch and first order

Give each stage its own quantity and purpose. A sample may be used for formulation evaluation; a pilot batch checks your production process; the first commercial order supports your launch. Do not present an optimistic annual forecast as an immediate purchase commitment. If your launch quantity is uncertain, state a realistic range and explain what will determine the final order.

2. Calculate your trial requirement before asking for MOQ

Use your approved formulation to estimate ingredient needs. For example, a hypothetical 100 kg pilot batch containing 2% of an ingredient needs 2 kg before process losses and retained samples. This is a purchasing calculation, not a recommended inclusion rate or evidence that a particular extract is suitable. Your formulator must determine the formula. Ask separately about the supplier’s minimum order quantity, pack size, sample quantity and whether your proposed trial can be accommodated.

3. Compare the same specification

Write down botanical identity, plant part, extract format, target assay or extraction ratio, analytical method and carrier requirements. A product name alone is insufficient for comparison. For a green tea extract enquiry, specify the EGCG or other target specification and caffeine requirements relevant to your project. For turmeric extract, describe target curcuminoid content and any dispersion requirements. Do not treat an extraction ratio as interchangeable with a measured active-content result.

4. Agree what the sample represents

Ask for the sample reference, relevant specification and available COA. Clarify whether the sample is from a current batch, a representative grade or another supply option, and how the eventual order will be checked against the agreed requirements. Keep a record of your evaluation criteria and results. Sample approval alone should not replace confirmation of the ordered specification and applicable batch documents.

5. Compare the full quoted offer

For a small order, list ingredient cost, packing, sample charges if any, freight and the stated delivery terms. Ask which costs are included and which remain for the buyer to arrange. Provide the delivery country and postcode so the supplier can assess the request. Confirm preparation time and estimated transit separately; neither an old estimate nor a catalogue page is a shipment commitment.

A first-order enquiry you can copy

Ingredient and specification: [name, plant part, target specification, method and carrier]. Application: [finished product]. Evaluation sample: [quantity and purpose]. Pilot or first order: [quantity or realistic range]. Destination: [country and postcode]. Documents: [required specification, COA and relevant declarations]. Please confirm availability, MOQ, packing, sample terms, quotation basis and expected timing for this requirement.

Can a small brand order below the usual MOQ?

Ask for a project-specific review. A supplier may or may not have a suitable option for the requested grade and quantity. PHYTONIVA confirms available specifications, MOQ, samples and commercial terms individually in the quotation; this guide does not promise that a particular small order will be accepted.

What if I do not yet know the exact extract specification?

Share your intended application and the requirements already established by your formulator. Identify which points are still open. Request clarification before purchasing, rather than selecting solely by product name or the lowest unit price.

Explore ingredients and documents

• Green tea extract
• Turmeric extract
• Quality and documentation
• Compare quotations