Haircare OEM Manufacturing Process: Key Decisions from Brief to Production
Updated: Sep 21
A haircare product may begin as a concept, a benchmark sample, an existing formula or a product that needs to be transferred from another supplier. Turning that starting point into finished goods requires more than a formula and a bottle.
A custom haircare OEM/ODM project brings together product development, sensory evaluation, packaging, commercial planning, documentation, manufacturing and quality control. Some activities follow a sequence, while others—particularly formula development, packaging preparation and market review—may progress in parallel.
Understanding the decision points at each stage helps brands give more useful feedback, plan internal approvals and avoid delays before production.
Process overview
Stage | Main decision or output |
1. Initial fit review | Whether the project fits the manufacturer’s scope |
2. Brief and preliminary scope | What is being developed and which assumptions apply |
3. Formula direction and prototype | A sample direction for evaluation |
4. Feedback and sample approval | An agreed product reference and specification direction |
5. Packaging coordination | A component route compatible with the product and project |
6. Commercial confirmation | Agreed quantity, quotation scope and responsibilities |
7. Labelling, testing and documents | Confirmed requirements before production |
8. Material preparation and scheduling | Materials and production timing aligned |
9. Manufacturing and quality release | Finished goods produced and checked |
10. Delivery and repeat-order control | Shipment coordination and controlled future production |
Stage 1: Initial fit review
The process begins by determining whether the project matches the manufacturer’s capabilities and commercial production conditions.
The brand should provide the basic information outlined in a haircare OEM project brief, including product type, target market, development stage, estimated quantity and intended timing.
The manufacturer reviews the product category, formulation direction, number of SKUs, required development, estimated quantity, packaging status, documentation expectations and target schedule.
The output of this stage is not always a quotation. It may be a request for missing information, a recommendation to narrow the range or confirmation that the project is suitable for further evaluation.
Stage 2: Product brief and preliminary scope
Once the basic fit is established, both sides define what the product is intended to do and what the manufacturer is being asked to provide.
The discussion may cover:
Target user and usage occasion
Market and sales channel
Product positioning
Benchmark or existing formula
Priority sensory characteristics
Packaging direction
Target cost position
Required testing and documents
At this stage, the manufacturer may provide an initial commercial indication based on stated assumptions. It should be treated as preliminary when the formula, packaging, quantity or documentation scope remains undecided.
The purpose is to establish a workable development target—not to finalise every detail immediately.
Stage 3: Formula direction and first prototype
The manufacturer translates the agreed brief into a prototype or technical evaluation.
For an ODM or hybrid project, this may involve selecting a starting formula direction and adjusting characteristics such as cleansing, foam, viscosity, smoothness, residue, fragrance or after-dry feel.
For an OEM or production-transfer project, the manufacturer may instead review the supplied formula, specification or sample against raw-material availability, equipment, processing conditions and packaging requirements.
The first sample is a development reference. It allows the brand and manufacturer to test whether they interpret the brief in the same way.
Stage 4: Sample testing, feedback and approval
Haircare products are strongly influenced by sensory experience, so sample feedback should be specific and prioritised.
Compare feedback such as:
“The product is not moisturising enough.”
with:
“The shampoo has the right foam and fragrance, but the hair feels too dry during rinsing and after blow-drying.”
Brands should consolidate comments from internal decision-makers before sending feedback. Conflicting instructions from marketing, founders, salons and distributors can create unnecessary sample rounds.
Before approval, both sides should confirm which sample is the reference, what characteristics have been accepted and whether any further change could affect cost, testing, packaging or timing.
Stage 5: Packaging coordination progresses in parallel
Packaging preparation should not wait until the formula is completely final.
During development, the brand and manufacturer may need to coordinate:
Component type and dispensing method
Bottle, pump, tube, jar or spray samples
Formula flow and viscosity
Filling requirements
Component availability and MOQ
Decoration, label area and artwork method
Leakage, shipping and user-experience considerations
A technically suitable formula can still create problems if the pump does not dispense consistently, the spray pattern is unsuitable or the component cannot be supplied within the project quantity and schedule.
Formula development and packaging therefore remain connected workstreams. Key component decisions should be made early enough to allow compatibility questions to be reviewed before commercial production.
Stage 6: Final quotation and commercial confirmation
A meaningful final quotation requires more than a product name.
Before commercial confirmation, both sides should align on:
Approved or near-final formula direction
Product and packaging specifications
Order quantity by SKU
Filling, assembly and packing scope
Printing, labels and outer packaging
Standard and additional testing
Documentation requirements
Export or logistics support
Payment and delivery terms
MOQ is evaluated according to formula, processing, production equipment, packaging components and total project scope.
This is also the stage to distinguish what is included in the quotation from work that will be arranged or charged separately.
Stage 7: Labelling, testing and market responsibilities
For an overseas project, the brand or local importer should confirm the latest requirements in the destination market. These may involve ingredient restrictions, label content, product claims, notification or registration, importer details and post-market responsibilities.
The manufacturer can review the requirements provided, supply available formula and manufacturing information and discuss additional tests or documents where feasible.
Before moving into production, confirm:
Who approves the ingredient and claims review
Who owns final label compliance
Which tests and reports are required
Which documents the manufacturer will provide
Who completes local notification, registration or importer duties
Whether different markets require different artwork versions
Final artwork should not be approved on the assumption that the manufacturer is automatically responsible for every local requirement.
Stage 8: Material preparation and production scheduling
After commercial and technical details are approved, the manufacturer coordinates the materials and production plan.
This may include:
Raw-material and fragrance purchasing
Packaging-component ordering
Final artwork and printing approval
Confirmation of production and filling quantities
Production-slot planning
Preparation of approved specifications and instructions
Lead time depends on the product and project. Custom packaging, unavailable components, late artwork changes, additional testing or changes to order quantity can all affect the schedule.
The production date should therefore be confirmed after the required materials and approvals are sufficiently clear—not assumed from the date of the first enquiry.
Stage 9: Manufacturing, filling and quality release
Commercial manufacturing follows the approved formula, process and production documentation.
The production flow may include:
Raw-material preparation and verification
Batching and processing
In-process checks
Filling and assembly
Labelling and coding
Finished-product inspection
Final packing and release
Depending on the product and agreed specification, quality checks may include appearance, fragrance, viscosity, filling condition, packaging condition and batch consistency.
The approved sample provides an important sensory reference, while agreed specifications and production records provide the basis for manufacturing and quality review.
Stage 10: Delivery and repeat-order control
After release, finished goods are prepared for collection, export or delivery according to the agreed project scope.
For overseas orders, customs-clearance documents, freight arrangements, export packing or other logistics support should be confirmed case by case.
Repeat production requires controlled records of:
Formula and specification version
Approved sample reference
Packaging-component version
Artwork and label version
Market or distributor version
Previous production quantity and batch information
Version control becomes especially important when a brand sells in several markets or updates packaging without changing the formula.
What commonly delays a haircare OEM project?
The manufacturing stage is not always the main source of delay. Projects often slow down earlier because of:
An incomplete or frequently changing product brief
Conflicting feedback from several decision-makers
Late packaging selection
Packaging MOQ or component availability
Artwork changes after approval
New testing or documentation requests
Changes to quantity or SKU count
Unclear responsibility for local compliance
A fixed launch date set before project feasibility is reviewed
Brands can reduce these risks by naming a project decision-maker, prioritising sample feedback, discussing packaging early and confirming market responsibilities before artwork and production approval.
From project brief to production with Modern Lab
Modern Lab is a Taiwan-based ISO 22716 and GMP haircare OEM/ODM and contract manufacturer with more than 40 years of salon-grade manufacturing experience.
We support custom development and commercial production across shampoo, conditioner, hair treatments and masks, scalp care, leave-in products and hair oils. Our team works with overseas brands on project clarification, sampling, packaging coordination, production planning and case-by-case documentation or export needs.
Each project is evaluated according to its formula, development stage, packaging, quantity, target market and required support.
Discuss project feasibility
Tell us what you already have—an idea, benchmark, formula, approved sample or packaging direction—and where you need manufacturing support.
Comments