Starting a Candle Brand: A Sourcing Checklist for New Sellers

Launching a candle brand is accessible compared to many product categories, but the gap between a hobby operation and a commercially viable brand is significant. Most failures stem not from product quality but from poor sourcing decisions, underestimated compliance costs, and unclear market positioning. This checklist walks through the practical steps from concept to first purchase order.

Step 1: Define Your Product Range

Before contacting any supplier, answer these questions:

Market positioning:

• Price tier: Value ($8-$15 retail), mid ($15-$35), premium ($35-$65), or luxury ($65+)?
• Channel: Online DTC, boutique wholesale, large-format retail, or hospitality?
• Geography: Domestic only, or export from day one?

Product specifications:

• Format: Container candles, pillars, tins, travel sizes, or a mix?
• Wax type: Soy, paraffin, coconut blend, beeswax? (This affects cost, positioning, and factory selection.)
• Size range: Typically 3-5 SKUs to launch (e.g., 120g travel, 200g standard, 350g large).
• Fragrance count: Start with 4-8 scents. More SKUs increase MOQs and inventory risk.

Volume estimate:

• Initial order: 500-2,000 units per SKU is typical for a first production run.
• Monthly sell-through projection: Be conservative. Most new brands sell 100-500 units per month in year one.

Write this into a one-page product brief. This document becomes the foundation of every supplier conversation.

Step 2: Find and Evaluate Suppliers

Where to look:

• B2B platforms (Alibaba, Global Sources, Made-in-China) for initial discovery.
• Trade shows (Canton Fair, Ambiente, Maison et Objet) for in-person evaluation.
• Industry referrals and LinkedIn for vetted introductions.
• Factory websites with documented production capabilities.

Evaluation criteria:

Factor	What to Verify
Production capability	Equipment list, daily output capacity, wax types handled
Certifications	ISO 9001, BSCI/Sedex (social compliance), FSC (if packaging included)
Compliance support	Can they provide CLP documentation, ASTM test reports, IFRA certificates?
MOQ flexibility	Will they accommodate 500-unit trial orders?
Sample process	Timeline, cost, and revision policy for samples
Communication	Response time, English proficiency, dedicated account manager
References	Ask for 2-3 current clients in your target market

Red flags:

• Unwillingness to provide factory photos or video tours.
• No quality management certification.
• Cannot produce compliance documentation for your target market.
• Quotes significantly below market rate (indicates corner-cutting on materials or labor).

Shortlist 3-5 factories and request quotations against your product brief.

Step 3: Order Samples

Request samples from your top 2-3 suppliers. A proper sample evaluation includes:

What to request:

• 2-3 units per SKU in your specified wax, fragrance, and container.
• Fragrance samples (small vials) if selecting from the factory’s library.
• Packaging mockup or specification sheet.
• Burn test report from the factory’s own QC.

What to evaluate:

• Cold throw intensity and accuracy relative to the scent name.
• Hot throw at 1 hour and 3 hours of burning.
• Burn performance: flame height, melt pool, soot, total burn time.
• Visual quality: surface finish, glass adhesion, wick centering, label application.
• Packaging protection: Does the candle arrive undamaged?

Timeline: Expect 10-20 days for custom samples (including fragrance matching). Stock samples ship in 3-7 days.

Cost: Most factories charge $50-$200 per sample set, often credited against the first production order.

Step 4: Test and Validate

Before committing to production:

Performance testing (do this yourself or hire a lab):

• Full burn test: 3+ units per SKU, burned completely. Record burn time, flame behavior, and any failures.
• Fragrance longevity: Store samples at room temperature for 4 weeks; re-evaluate cold throw.
• Temperature stress: Place one unit in a 40-degree Celsius environment for 2 weeks; check for sweating, discoloration, or scent degradation.

Compliance verification:

• Confirm the factory can provide test reports for your destination market (ASTM F2417 for US, EN 15493 for EU).
• Review label artwork for regulatory completeness.
• For EU: Confirm UFI code generation and Poison Centre Notification support.
• For US: Verify lead-free wick certification and ASTM warning label format.

Commercial validation:

• Show samples to 10-20 potential customers or retail buyers.
• Gather feedback on scent preference, packaging appeal, and perceived value.
• Test pricing sensitivity: Would they pay your target retail price?

Step 5: Negotiate Terms and Place Your First Order

Key commercial terms to negotiate:

• MOQ: 500-1,000 units per SKU for a first order. Some factories require 3,000+; negotiate down for trial runs at a slight unit cost premium.
• Payment: 30 percent deposit, 70 percent before shipment is standard. For first orders, consider using trade assurance or escrow services.
• Lead time: 25-40 days from order confirmation to FOB shipment (including curing time for soy).
• Incoterms: FOB (you arrange shipping) or CIF (factory arranges shipping to your port). FOB gives you more control over logistics costs.
• Defect allowance: Agree on AQL 2.5 inspection standard and remediation terms for defective goods.
• Intellectual property: Confirm your formulations, branding, and designs remain your property. Include this in the purchase agreement.

Before releasing the deposit:

• Approve a pre-production sample (PPS) that matches your exact specifications.
• Confirm production timeline with milestone dates.
• Arrange pre-shipment inspection (your own agent or a service like SGS, Intertek, or QIMA).

Step 6: Scale

After your first order sells through:

• Reorder with 60-90 day lead time to avoid stockouts.
• Expand the range by 2-3 scents per season based on sales data.
• Negotiate volume pricing at 5,000+ units per SKU.
• Develop custom vessels or packaging at 10,000+ unit volumes where tooling costs amortize effectively.
• Build safety stock of 4-6 weeks of inventory for your top sellers.
• Establish a quality feedback loop: track returns, damage claims, and customer complaints by batch.

Budget Summary for Launch

Item	Estimated Cost
Samples (3 factories, 5 SKUs)	$300-$900
Compliance testing (per market)	$500-$1,500
First production order (5 SKUs x 1,000 units)	$8,000-$18,000
Packaging design and tooling	$1,000-$3,000
Shipping and duties (first order)	$1,500-$4,000
Total launch investment	$11,300-$27,400

These figures assume OEM production from an Asian factory with FOB shipping. Domestic or European manufacturing increases unit costs by 40-100 percent but reduces lead times and shipping complexity.

At Aromiso, we work with new brands from initial concept through first production run, offering low-MOQ trial orders, compliance documentation support, and dedicated account management. Contact us with your product brief to receive a tailored quotation and sample plan.