ASMEKRoyal Enterprise

BUYER DOCUMENTATION

Documents a cosmetic buyer asks a shea butter supplier for.

A cosmetic raw material is approved on its paperwork. This page explains, document by document, what each one is for and what to tell us so we can confirm in writing what is available for your order, before you commit.

Nothing on this page is a certificate, a test result or a claim about a specific consignment. It describes what buyers usually request, so your enquiry can be precise. The product facts quoted here come from the SAVANNA GOLD export label: 100% pure unrefined shea butter, Vitellaria paradoxa, INCI Butyrospermum parkii (shea) butter, 20 kg net per unit, 24 months shelf life from the date of manufacture, made in Ghana.

01 / CERTIFICATE OF ANALYSIS

Certificate of analysis

WHAT IT IS
A certificate of analysis reports measured values for one identified consignment, tied to its batch and lot number. It describes the material you receive, not the product family in general.
WHY A BUYER ASKS
Your incoming goods procedure needs figures it can accept or reject against your own internal limits. For unrefined shea butter, buyers commonly look at free fatty acid, moisture and peroxide value, and sometimes at colour and odour description.
WHAT TO TELL US
Tell us which parameters your specification requires, the limits you work to, and whether your quality team needs the certificate before shipment or with the shipment. We confirm in writing what can be provided for your order.

02 / SAFETY DATA SHEET

Safety data sheet

WHAT IT IS
A safety data sheet sets out identification, handling, storage, transport and first aid information for the material in a standard section order.
WHY A BUYER ASKS
Your health and safety file, your warehouse instructions and your freight paperwork all reference it. Importers in the EU and the UK are usually asked for it during supplier approval.
WHAT TO TELL US
Tell us the destination country and the format your file expects, so we can confirm what documentation can accompany the order. The label already states the handling basics: for external use only, store in a cool dry place away from heat and direct sunlight, keep the container closed, use clean dry utensils.

03 / IDENTIFICATION

Identification of the material

WHAT IT IS
Identification answers one question: what exactly is this substance. For SAVANNA GOLD the export label states the botanical name Vitellaria paradoxa, the INCI name Butyrospermum parkii (shea) butter, and that the material is 100% shea butter with nothing added.
WHY A BUYER ASKS
Your formulation record, your ingredient list and your regulatory file all need the same names. A mismatch between an ingredient list and a supplier document creates a query that delays approval.
WHAT TO TELL US
Tell us which naming convention your documents use, and whether you need the refinement state stated explicitly. The material is unrefined.

04 / ORIGIN AND TRACEABILITY

Origin and traceability

WHAT IT IS
Traceability links the material in your warehouse back to an identified production batch. The export label states the origin, made in Ghana, and every 20 kg unit carries its own batch and lot number together with a date of manufacture.
WHY A BUYER ASKS
If a finished cosmetic is questioned, you need to know which incoming batch it was made from. Buyers also record country of origin for customs classification and for their own sourcing statements.
WHAT TO TELL US
Tell us how your goods receiving system records batches, and whether you need the lot references listed on the commercial paperwork as well as on the units.

05 / EU PIF AND CPNP

EU Product Information File and CPNP notification

WHAT IT IS
In the European Union, the responsible person keeps a Product Information File for each finished cosmetic and notifies it through the CPNP portal. Raw material information feeds that file; it does not replace it.
WHY A BUYER ASKS
The file is yours to hold and yours to defend. What a raw material supplier can do is answer the questions your file leaves open, in writing, with the identification and batch information attached to the consignment.
WHAT TO TELL US
Tell us which entries in your file are unresolved and which supporting documents your regulatory reviewer expects. We confirm what is available for your order rather than promising a document in advance.

What to put in your enquiry

A precise enquiry gets a precise answer. Name the following and we reply with what can be confirmed for your order.

  1. 01The application: skincare, haircare, balm, soap or another use.
  2. 02The destination country, because that decides which paperwork your import needs.
  3. 03The target quantity, in 20 kg units or in tonnes.
  4. 04The documents your quality team requires, listed by name.
  5. 05Any parameter limits written into your own specification.
  6. 06The language you prefer to work in. The export desk answers in French and in English.

Availability of each document is confirmed per order. Nothing on this page is a certification, an approval or a guarantee, and nothing here replaces your own regulatory, quality and safety review.

Send your document requirements to the export desk

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