How to Prepare a Haircare OEM Project Brief Before Requesting a Quote
Updated: Sep 21
When a brand first contacts a haircare OEM manufacturer, the opening question is often simple:
Can you produce this product, and how much will it cost?
The manufacturer usually needs more context before it can give a useful answer.
“Shampoo”, “conditioner” or “scalp spray” describes a product category, but not the formula direction, packaging, quantity or production requirements behind the project.
A good project brief does not need to be a long technical document. It only needs to give the manufacturer enough information to evaluate project fit, identify missing decisions and recommend a practical next step.
For brands working with a manufacturer in another market—including brands in Singapore, Hong Kong, Australia and other regions—a clear brief also reduces delays caused by different assumptions about packaging, documentation and local responsibilities.
The five essentials for an initial project evaluation
The following information gives a manufacturer the minimum basis for an initial review.
1. Product type and number of SKUs
Start with the product or range you want to develop—for example, one shampoo, a shampoo-and-conditioner pair, a scalp spray or a multi-SKU haircare range.
The number of SKUs matters because each formula, fragrance, component and label version may require separate development and sourcing.
It is also helpful to explain whether this is a first launch, an extension of an existing brand, a salon product or a hero SKU for e-commerce.
2. Target market and sales channel
Tell the manufacturer where and how the product will be sold.
Useful details include:
Target country or region
E-commerce, salon, retail, hotel or distributor channel
Target user or hair type
Mass, professional or premium positioning
Indicative retail price range, if available
Market and channel affect more than marketing. They can influence sensory direction, packaging size, shipping considerations, label space and documentation needs.
A lightweight finish may be more suitable for a hot and humid market, while salon or premium retail positioning may place greater emphasis on fragrance, after-use feel and packaging presentation.
3. Current development stage
Explain what you already have and what you need the manufacturer to provide.
Your project may begin with:
A product idea
A benchmark or reference product
An existing formula
A finished sample or specification
Selected packaging
A product currently made by another supplier
This helps the manufacturer determine whether the project is closer to OEM, ODM or a hybrid arrangement.
If you are unsure which model applies, review OEM vs ODM Haircare Manufacturing or simply describe your current starting point. The practical scope matters more than the label.
4. Estimated order quantity
Provide a realistic estimate for the first commercial order, even if the final number has not been confirmed.
Quantity affects formula feasibility, raw-material purchasing, packaging-component MOQ, filling, unit cost and production scheduling.
MOQ is not determined by the finished product alone. Formula type, manufacturing process, vessel size, packaging, printing and supplier requirements can create different minimums within the same project.
If the quantity is still being evaluated, provide a range and explain whether the order is a market test, a launch order or part of an established sales plan.
5. Target launch timing
Share the intended launch period and any fixed commercial deadline.
Custom development may involve briefing, sampling, revisions, packaging, artwork, testing, material preparation, production and delivery.
If the launch is tied to a retail schedule, campaign or distributor commitment, disclose that early so the manufacturer can identify the decisions most likely to affect timing.
Information that is helpful but not mandatory
The following information improves the first discussion, but it does not need to be final before you contact a manufacturer.
A reference product or sample
A benchmark can communicate sensory expectations more clearly than general terms such as “premium”, “natural” or “salon quality”.
When sharing a reference, explain both what you like and what you want to change. For example:
“We like the foam and rinse feel, but want a lighter fragrance.”
“The conditioner feels smooth during use, but is too heavy after drying.”
The goal is not to copy another product. It is to turn a subjective preference into a clearer development target.
Sensory and fragrance direction
Describe the experience you want the product to create. Relevant dimensions may include:
Cleansing and foam
Texture and viscosity
Rinse feel
Smoothness and after-dry weight
Freshness or residue
Fragrance family and intensity
Application and dispensing method
Prioritise the two or three characteristics that matter most. A focused brief is more useful than a long list of preferences with no order of importance.
Packaging direction
If packaging has already been selected, share its specifications or physical samples. If not, explain the preferred format and whether you need sourcing support.
Packaging affects dispensing, filling, MOQ, cost, label area, lead time and shipping. It should therefore be discussed during development rather than left until the formula is complete.
Testing and documentation needs
Tell the manufacturer if your importer, distributor or sales channel has already requested particular documents or tests.
This may include formula information, ingredient documentation, product specifications, manufacturing documents, test reports or shipping documents. The exact support available should be reviewed according to the product and project scope.
What you do not need to finalise before making contact
A brand does not need to arrive with every decision completed.
At the initial enquiry stage, you do not necessarily need:
A final production formula
Finished packaging artwork
A confirmed fragrance
A complete regulatory file
A final production schedule
Every SKU in the future product range
These items can be developed or confirmed as the project progresses.
However, the manufacturer still needs an honest description of the current stage. A brand with only an early concept will follow a different development path from a brand transferring an approved formula and packaging specification.
Clarify market-specific responsibilities early
For cross-border projects, the brand or its local importer should confirm the current requirements in the destination market, including ingredient restrictions, label content, product claims, notification or registration obligations and local post-market responsibilities.
The manufacturer can then review the requirements provided, supply available formula and manufacturing information and discuss additional testing or documents where feasible.
This responsibility should be clarified before final artwork, quotation and production planning are approved.
Copy-and-use haircare OEM project brief
The following template can be used for an initial enquiry:
Company or brand: Company website or sales channel: Target market: Product type and number of SKUs: Product positioning and target user: Current stage: Idea / benchmark / formula / approved sample / production transfer Reference product and preferred sensory direction: Estimated order quantity: Packaging direction: Required testing or documents: Target launch timing: Support needed from the manufacturer:
A manufacturer may still need to ask follow-up questions, but this information provides a much stronger basis for discussing feasibility, sampling, cost assumptions and next steps.
What should you expect after submitting the brief?
An initial response should clarify whether the project fits the manufacturer’s scope, what information is missing, whether sampling or further feasibility review should come next, and which assumptions apply to any preliminary quotation.
A useful first response is not always an immediate unit price. It is a clearer path towards a realistic sample, quotation and production plan.
Prepare your haircare project 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 projects 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, manufacturing planning and case-by-case documentation or export needs.
MOQ is evaluated according to the formula, manufacturing process, packaging and overall project scope.
Send us your project brief
Share the information currently available. We will review the project stage, identify the next questions and advise whether the project is ready for sampling or requires further feasibility discussion.
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