EXTRACTA HERBARUM | SUPPLIER QUALIFICATION & REPEAT PURCHASING BRIEF
Editable purchasing template. Complete the sections relevant to your project.

1. COMPANY & PROJECT
Company / website:
Contact / role / business email:
Buyer type (brand / manufacturer / distributor / research / other):
Project stage (supplier qualification / development / trial / production / reorder):
Application / finished-product category:
Destination country / receiving location:
Purchasing, technical and quality-review contacts:

2. MATERIAL & ACCEPTANCE SPECIFICATION
Ingredient / botanical or chemical identity:
Plant part / origin / extraction or production requirements:
Target grade, analyte, assay method and reporting basis:
Full composition / permitted carriers / process restrictions:
Physical requirements (particle size, dispersion, sensory criteria):
Contaminant / microbiological / residual-solvent requirements:
Specification reference / revision / date:
Acceptance tests, methods and responsible reviewer:

3. SUPPLIER QUALIFICATION & DOCUMENTS TO REQUEST
Supplier questionnaire / audit requirement:
Proposed manufacturer and production-site identification requirements:
Grade specification / relevant COA / analytical method:
Source, process and composition information:
Relevant safety information / allergen and other declarations:
Required certificates and their holder, site, scope and validity:
Required third-party testing / additional verification:
Document format / review language / NDA requirements:
Outstanding questions / approval owner:

4. SAMPLE & FIRST ORDER
Sample quantity / delivery destination:
Sample identity, lot and relationship to proposed commercial material:
Evaluation method / formula conditions / acceptance decision:
First-order quantity / packaging:
Required timing / preferred trade terms:
Costs, payment and responsibility questions to confirm:

5. REPEAT PURCHASING PLAN
Estimated annual demand (forecast, not a committed order):
Expected order frequency / call-off quantities:
Requested delivery windows / forecast update process:
Accepted material, source and specification references:
Requested lot traceability / records retention:
Source, process or specification change-notification requirements:
Deviation / non-conformity / complaint communication requirements:
Reorder review and release responsibilities:

6. OPEN ITEMS BEFORE COMMITMENT
Requirement / proposed response / evidence / owner / due date:
Approved specification and applicable document versions:
Commercial scope and responsibilities requiring written agreement:

Send the completed brief, or a summary, to sale@extractaherbarum.com.
Do not place confidential technical information in website URLs.

Extracta Herbarum is an ingredient trading and sourcing company. This template
organizes buyer requirements for discussion with a proposed source. Document
availability, supplier access, sample arrangements, additional work, costs,
timing and any ongoing quality or supply commitments require confirmation
for the actual material and order. A template is not an accepted quality
agreement, purchase order, certification or destination-market approval.