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How to order cosmetics wholesale: the process step by step

Journal · Wholesale · 7 min read

How to order cosmetics wholesale: the process step by step

From the first enquiry to the reorder: what you provide at each stage, what you receive in return and which delivery terms you will come across.

In brief

A precise enquiry (products, quantities, market, sales channel) leads to a faster, more accurate offer.

Samples, INCI list and written terms come before the first order; minimum quantities depend on the product.

The Incoterm (e.g. EXW, FCA or DAP) decides who pays for transport and when the risk passes to you.

What are the steps of a cosmetics wholesale order?

A wholesale order usually runs through seven stages: enquiry, samples, offer, order confirmation with proforma invoice, production or picking, shipment and delivery with documents. Each stage has a clear input from you and a clear result from the supplier.

The wholesale order at a glance
Step	What you provide	What you receive
1. Enquiry	Products, estimated quantities, country, sales channel	Questions or a proposal for samples
2. Samples	Delivery address, feedback	Samples, INCI list, product information
3. Offer	Final quantities, formats, preferred Incoterm	Written offer with prices, minimum quantities and terms
4. Order	Written order, company and VAT details	Order confirmation and proforma invoice
5. Production	Agreed payment, label approval if required	Confirmed dispatch date
6. Shipment	Delivery address, opening hours, unloading options	Shipping notice, packing list
7. Delivery	Inspection on receipt	Invoice, delivery documents, batch details

What should a wholesale enquiry for cosmetics include?

Name the products and formats you are interested in, rough quantities, the country of sale and your sales channel, such as a shop, online store, hotel or distribution. The more precise the enquiry, the more precise the offer.

Helpful details for a first enquiry:

Company name, country and VAT number
Products and sizes, e.g. face cream in jars or shower gel in hotel sizes
Estimated quantity per product for the first order and per year
Language required on the label in your market
Whether you plan to resell under the Seda Pura name or under your own brand
Desired delivery period and delivery terms

If you plan to resell to other retailers, our guide on becoming a cosmetics distributor explains what that involves. You can send your enquiry through the contact form.

Why order samples before a wholesale order?

Samples show texture, scent, packaging and how a product suits your customers. With the samples, you should receive the INCI ingredient list and the key product information for your own checks.

Use the sample phase to check more than the product itself:

Does the INCI list fit your positioning? Our guide to reading INCI lists helps with the details.
Is the label available in the language of your market?
Do nominal content, durability and packaging suit your shelf and your logistics?
Who is the Responsible Person for the product in the EU?

What a retailer should check in general before buying is covered in our natural cosmetics wholesale guide. Write down your feedback after testing; it forms the basis for the offer.

What does a wholesale offer contain, and how do minimum order quantities work?

A written offer names the products, formats, unit prices, minimum order quantities, the delivery term and the period of validity. Minimum quantities depend on the product, the packaging and the manufacturer, so they are stated per item in the offer.

Products available from stock generally allow smaller quantities than items that are produced specially. Special packaging, printed boxes or a different fragrance often require larger minimum quantities, because materials have to be ordered separately.

Check the offer for these points:

Price per unit and per carton, net of VAT
Minimum quantity per item and per order
Incoterm and named place, e.g. ‘FCA Málaga’
Payment terms and validity of the offer
Expected lead time and remaining shelf life on delivery

An overview of our trade range is on the wholesale page.

How do payment, proforma invoice and production work?

After your written order, you receive an order confirmation and usually a proforma invoice. It lists goods, quantities, prices, delivery term and bank details; the payment terms are those agreed in the offer.

A proforma invoice is not a tax invoice. It serves as the basis for payment and, for shipments outside the EU, often for import preparations in the destination country. The final invoice follows with the dispatch.

For first orders, advance payment or a partial payment on order is common in international trade; other arrangements are agreed individually. Once payment has been received as agreed, goods are picked from stock or scheduled for production with the manufacturer. Where labels are adapted, production starts only after you have approved the label draft in writing. The dispatch date is confirmed once materials and production slot are fixed.

What do EXW, FCA and DAP mean when shipping cosmetics?

Incoterms® 2020 define who organises and pays for transport and when the risk passes. With EXW you collect the goods yourself, with FCA the goods are handed to your carrier, cleared for export, and with DAP the seller delivers to your address, ready for unloading.

Common Incoterms® 2020 in cosmetics wholesale
Term	Transport arranged by	Risk passes
EXW (Ex Works)	Buyer, including loading and export formalities	When goods are made available at the seller’s premises
FCA (Free Carrier)	Buyer from the handover point; seller clears for export	On handover to the buyer’s carrier
DAP (Delivered at Place)	Seller up to the named destination	On arrival, ready for unloading; import duties stay with the buyer

Wholesale cosmetics usually travel on pallets by road freight. Ask whether a tail lift is needed and whether several items can share one pallet. The rules are published by the International Chamber of Commerce (ICC).

Which documents come with the delivery, and how does a reorder work?

With the delivery you receive the commercial invoice, a delivery note or packing list and, for road freight, usually a CMR consignment note. Batch numbers are on every product; for reorders, simply refer to the previous order.

Check the goods on receipt and note any visible damage on the consignment note before signing. Keep batch numbers and invoices together, so that each unit can be traced if a customer has a question.

For shipments outside the EU, export documents are added, and depending on the destination country also a certificate of origin or other papers requested by the importer. Which ones apply is clarified before dispatch.

For a reorder, name the items and quantities from your last order. If formula, packaging or label have changed in the meantime, you are informed before the order is confirmed, because the product information may change as well.

Last updated: October 2026This page provides general information on cosmetics and trade practice. It is not legal, tax or medical advice.

FAQ

Frequently asked questions

Can different products be combined on one pallet?

Mixed pallets are usually possible, depending on the products and carton sizes. Mention it in your enquiry so that the offer can take packing and freight costs into account.

Is VAT charged on deliveries to other EU countries?

Between businesses in different EU countries, a delivery can be VAT-exempt as an intra-Community supply if the buyer has a valid VAT number; the buyer then accounts for VAT in their own country. VAT numbers can be checked in the European Commission’s VIES system. Your tax adviser can confirm the treatment in your case.

Can I order the same products under my own brand?

Many products can also be supplied as private label. How such a project runs is explained on our private label page; minimum quantities are usually higher than for wholesale.

What should I do if goods arrive damaged?

Note the damage on the consignment note or delivery note when you receive the goods, take photos and report it promptly. The procedure and deadlines are part of the agreed terms.

How much shelf life will the products have on delivery?

The remaining shelf life depends on the product and the production date. Ask for it to be stated in the offer, so that it matches your sales cycle.

Do I have to notify the products in the CPNP as a retailer?

Usually not: the notification is made by the Responsible Person before the product is placed on the market. An exception applies if you translate the labelling on your own initiative for another EU country. Details are in our guide on EU cosmetics regulation.

Can I order from a country outside the EU?

Enquiries from outside the EU are possible. The import rules of the destination country apply; customs duties, local notification and labelling are usually the importer’s responsibility. FCA or DAP are typical delivery terms in such cases.

All questions

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