How Private-Label Fragrance Works — Start → Finish (Step-by-Step)

Quick summary: you move from concept → fragrances → design → samples → production → QC → shipping → launch. Each step has clear deliverables and a decision gate so you never get surprised.

1) Concept & Brief (Week 0)

What happens:

• You choose product range (perfume 100 ml, diffuser 200 ml, candle, or full Zodiac set).

• Define target audience, price point, and positioning (luxury / wellness / gift).
  Deliverables you provide:

• Short Brand Brief (1 page): vision, target customers, price, key claims (natural, vegan, long-lasting).
  Who does what:

• Client: provides brief & logo.

• Manufacturer (we): suggests product types, MOQ, and estimated costs.
  Decision gate:

• Approve brief and proceed to sample/fragrance selection.

2) Product & Formula Selection (Weeks 1–2)

What happens:

• Choose fragrance families (e.g., Aries — Fiery Amber). Option to request custom perfume creation.
  Deliverables:

• Fragrance shortlist (3–5 options per SKU).

• Technical spec sheet (concentration, shelf life, IFRA compliance).
  Who does what:

• Client: selects preferred scents or requests bespoke.

• Lab/perfumer: prepares fragrance technical info.
  Decision gate:

• Approve fragrances to move to sampling.

3) Artwork & Packaging Design (Weeks 1–3, parallel)

What happens:

• Create label + carton mockups aligned with brand brief (colors, foil, emboss).
  Deliverables:

• Graphic proofs (digital mockups, dieline PDFs).

• Material and finishing options (matte, soft-touch, foil, emboss).
  Who does what:

• Client: supplies logo, color codes, any brand assets.

• Designer (vendor): produces 2–3 mockup options.
  Decision gate:

• Written approval of artwork (or request revisions).

4) Sampling (Weeks 3–5)

What happens:

• Lab makes fragrance samples (vials) and packaging prototypes (one or a few sample bottles + sample boxes).
  Deliverables:

• Fragrance vials (for sniffing) and one physical sample bottle + packaging.
  Who pays:

• Sample cost (often paid by client or split). Confirm in quote.
  Decision gate:

• Client signs “Sample Approved” email to move to production.

5) Quotation, Contract & Deposit (Week 5)

What happens:

• Final proforma invoice, confirmed MOQ, lead time, payment terms.
  Deliverables/documents:

• Signed Pilot Agreement / PO.

• Proforma Invoice (50% deposit request or full deposit if agreed).
  Who does what:

• Client: signs agreement & pays deposit.

• Vendor: schedules production.
  Decision gate:

• Deposit received = production starts. No deposit, no production.

6) Production (Weeks 6–10)

What happens:

• Full production run per agreed spec (bottling, filling, labeling, boxing).
  Transparency:

• Weekly updates, photos/video of production stages (mix, filling, packing).
  Optional:

• Third-party QC inspection before shipping (paid by client or vendor).
  Deliverables:

• Production photos, batch numbers, QC reports.
  Decision gate:

• QC pass or corrective actions before shipment.

7) Quality Control & Compliance (Week 10)

What happens:

• Final QA: fragrance stability, fill volumes, label accuracy, packaging defects.
  Deliverables:

• QA certificate, batch report, IFRA compliance statement, safety data if needed.
  Who does what:

• Vendor: provides QA documents.

• Client: reviews and signs off (or requests remediation).
  Decision gate:

• QA approved → prepare for shipment.

8) Shipping & Delivery (Week 11–12)

What happens:

• Arrange transport (FCA Radom or other Incoterm). Temp control if requested.
  Deliverables:

• Final invoice, packing list, delivery note, tracking number, Certificate of Conformity.
  Payment:

• Remaining 50% due before shipment (unless net terms agreed).
  Decision gate:

• Full payment received → goods dispatched.

9) Launch & Marketing Support (Weeks 12+)

What vendor provides:

• Product photos, copy (scent descriptions), ingredient lists, label text, and suggested retail price (SRP).
  Client action:

• Upload to e-commerce, prepare POS displays, email/social launches.
  Optional:

• Co-branded marketing assets, influencer samples, launch events.

10) Aftercare & Reorder (Ongoing)

• Reorder planning, seasonal variations, shelf-life monitoring.

• Discuss scale-up (e.g., move from pilot 5k units to 20k).

• Contract terms for long-term partnership or exclusivity (if desired).

Typical Timeline (Pilot 5,000 units)

• Weeks 0–2: Brief, scent selection & design concept

• Weeks 3–5: Sampling & artwork finalization

• Week 5: Agreement signed + deposit (50%)

• Weeks 6–10: Production (with weekly updates)

• Week 10: QA pass & balance payment

• Week 11–12: Shipping & delivery
  Total: 10–12 weeks from brief to delivery (typical for EU private-label).

Key Documents & Checklists (what you must keep)

• Brand brief & Pantone codes

• Signed Pilot Agreement / Purchase Order (PO)

• Proforma invoice & deposit receipt

• Sample approval email (text OK)

• Production photos and QC report

• Final invoice, packing list, delivery note

• Certificates: IFRA, cosmetic compliance, material safety if relevant

Roles & Responsibilities (simple)

• Client (you): brand assets, sample approvals, deposit & balance payments, marketing & sales.

• Manufacturer: formulas, production, QA, logistics coordination, legal compliance.

• Designer (vendor in-house or external): artwork and print-ready files.

• Optional third-party QC or freight forwarder: independent inspection and logistic handling.

Pricing & Payment Rules (best practices)

• Ask for an itemized proforma invoice (unit cost, artwork, shipping, taxes).

• Deposit: production cost + 10% buffer recommended (vendor shouldn’t make you finance production).

• Balance: paid before shipment. If vendor requests full consignment, limit to small qty and insist on signed LOIs from shops.

• Currency & bank: clarify currency, IBAN/SWIFT, and whether local VAT applies.

Red Flags — STOP immediately if:

• Vendor refuses a written agreement.

• They ask you to pay 100% and then ship on consignment.

• They won’t provide weekly production photos or sample approval.

• They demand IP/formula ownership in the contract.
  If any of these occur — pause and get legal/alternative quotes.

Mind Map (text visual) — single-page overview

You can paste this into a whiteboard tool or print it.

Quick Client Checklist (one pager)

•  Brand brief submitted

•  Fragrance choices selected

•  Artwork files supplied (AI/PSD/PDF)

•  Sample approved in writing

•  Pilot agreement signed & 50% deposit paid

•  Production photos received weekly

•  QA report signed off

•  Balance paid & goods shipped

•  Marketing assets received