Formulator’s Guide to Contacting Ingredient Suppliers

If you’re sourcing cosmetic raw materials, especially for the first time, reaching out to a supplier can feel intimidating. But clear communication, preparation, and the right questions can make all the difference.

Whether you’re contacting a global distributor or a niche online reseller, a little prep goes a long way in helping you get the right materials and be taken seriously as a formulator.

Here’s what to know before you hit “send” on that supplier email.

1. Know Exactly What You’re Looking For

Don’t just say “I need a preservative” or “a natural emulsifier.” Be specific.

Include:

• INCI name (or at least a few examples)

• Function (e.g., solubilizer for fragrance, broad-spectrum preservative)

• Application/product type (e.g., low-pH serum, rinse-off shampoo)

• Any restrictions (e.g., PEG-free, vegan, COSMOS-compliant)

You’ll get better recommendations and avoid back-and-forth communication that delay sourcing.

2. Clarify Your Stage

Are you:

• In R&D/prototyping?

• Pre-production?

• Scaling an existing formula?

Letting suppliers know this helps set expectations around MOQ (minimum order quantities), sampling options, and lead time. Some distributors won’t offer samples unless you’re in the development stage.

3. Be Prepared to Discuss Quantities and Lead Times

Even if you’re working small-scale, you should know:

• How much you plan to order

• How often you’ll need it

• Whether you need immediate delivery or can wait on longer lead times

Suppliers appreciate customers who think ahead and it improves your chances of building long-term sourcing relationships.

4. Ask for Documentation Up Front

If you’re formulating for commercial use, you’ll need more than a name and price.

Be ready to request:

• SDS (Safety Data Sheet)

• TDS (Technical Data Sheet)

• COA (Certificate of Analysis)

• Allergen or regulatory status sheets (if needed)

Some suppliers automatically include these. Others only provide them if asked. Either way, don’t skip this step, it protects your formula and your business.

5. Set Expectations Around Communication

If you’re contacting a new supplier, consider these quick tips:

• Use a professional email address (not a Gmail with no name)

• Include your company, lab, or project name

• Be polite but clear about what you need and by when

• Follow up if you don’t hear back in a few business days but don’t hound

Suppliers are more responsive when they know you’re serious and organized.