15 Questions to Ask Before Choosing Third Party Ayurvedic Manufacturer

Why Structured Questions Matter in Third Party Ayurvedic Manufacturer Selection

Most brand owners walk into a manufacturer meeting with vague questions like “Tell me about your facility” or “What is your pricing?” These open-ended questions produce polished marketing responses that reveal little about actual capability. Structured, specific questions force detailed, verifiable answers that expose both strengths and weaknesses.

The 15 questions below are designed to be asked in sequence, building from technical capability through quality and compliance to commercial terms. Each question is followed by an explanation of what a good answer looks like and what should concern you. Record the answers in writing and use them as a comparison matrix across multiple manufacturers.

Questions 1–3: Manufacturing Capability

Question 1: What dosage forms do you manufacture, and what is your licensed product range?

This question establishes baseline capability. A good answer includes the specific dosage forms (tablets, capsules, liquids, powders, oils, ointments, etc.), the number of licensed formulations in each category, and whether they can develop new formulations or only produce from their existing catalogue. Be cautious if the manufacturer claims capability across every dosage form without specialisation — depth usually matters more than breadth.

Question 2: What is your production capacity per shift, and what is your current utilisation?

Capacity and utilisation together tell you whether the manufacturer can accommodate your volumes — both now and as you grow. If they are running at high utilisation with limited shift flexibility, your orders may face delays during peak periods. Ask about seasonal demand patterns and how they manage capacity during high-demand months. A well-managed facility will have a production planning process that accounts for these fluctuations.

Question 3: Can you develop a custom formulation from my product brief, or do you only offer existing formulations?

This question distinguishes contract manufacturers with R&D capability from those offering only private labelling. If you need a unique product, you need a manufacturer with formulation scientists, access to ingredient databases, stability testing capability, and experience translating a product concept into a commercially viable formulation. Ask about the number of new formulations they have developed in the past year as a proxy for R&D activity.

Questions 4–6: Quality Systems and Testing

Question 4: What parameters do you test for each finished batch, and can I see a sample Certificate of Analysis?

The answer reveals their testing scope and documentation quality. A comprehensive CoA for an Ayurvedic product should include: description, identification (TLC/HPTLC), assay of marker compounds, loss on drying, ash values, heavy metals (Pb, Hg, As, Cd), microbial limits (TPC, Y&M, specific pathogens), and dosage-form-specific tests. If the sample CoA shows only three or four parameters, the testing programme is likely inadequate. Compare the CoA format across different manufacturers to benchmark completeness.

Question 5: What is your deviation management process?

This question tests quality culture. A manufacturer with a mature quality system will describe a formal process: deviation identification, documentation, root cause investigation, corrective action, preventive action (CAPA), and effectiveness verification. They should be able to show you examples of deviation reports with completed investigations. A manufacturer who says “we don’t have deviations” is either not detecting them (poor monitoring) or not documenting them (poor discipline) — neither is acceptable.

Question 6: Is your laboratory in-house, and what is its accreditation status?

In-house laboratory capability provides faster testing turnaround, better batch release control, and lower testing costs per batch compared to complete reliance on external laboratories. NABL accreditation (or equivalent) of the in-house lab confirms that the testing methods, equipment, and personnel meet recognised competency standards. Ask about the laboratory’s equipment list, calibration programme, and the qualifications of the laboratory team.

Questions 7–9: Regulatory Compliance

Question 7: Can I see your current manufacturing licence and GMP certificate?

This is a verification question, not a discovery question — you should already know that these documents exist before visiting. The purpose of asking during a meeting is to check validity dates, product category endorsements, any conditions or restrictions noted, and the name and address on the licence (which must match the facility you are evaluating). Discrepancies between the licence details and the actual facility should be clarified immediately.

Question 8: When was your last regulatory inspection, and what were the observations?

Every GMP-certified facility is subject to periodic inspections. A manufacturer who is transparent about inspection outcomes — including any observations raised and the corrective actions taken — demonstrates quality maturity. Reluctance to share inspection history is a warning sign. No facility is observation-free over time; what matters is how observations are addressed and closed.

Question 9: Do you hold any export-related certifications (WHO-GMP, CoPP, Certificate of Free Sale)?

Even if you are starting with domestic sales, this question is forward-looking. Export certifications indicate a higher level of quality management and documentation practice. They also signal that the manufacturer has been audited by agencies with more rigorous standards than routine domestic inspections. If your business plan includes exports within the next two to three years, choosing a manufacturer who already holds these certifications avoids a disruptive transition later.

Questions 10–12: Timelines and Capacity

Timeline questions reveal operational discipline. A manufacturer who gives specific, stage-by-stage timelines — with honest acknowledgment of variables that can cause delays — is more trustworthy than one who promises unrealistically fast delivery. Ask about their track record on on-time delivery: what percentage of orders shipped within the agreed timeline over the past six months?

Questions 13–15: Commercial Terms and Communication

Question 13: Can you provide an itemised quotation showing each cost component separately?

An itemised quotation is the foundation of transparent commercial terms. It should separate raw material cost, manufacturing charges, packaging material cost, testing fees, and any other charges. All-inclusive pricing makes it impossible to understand cost drivers, negotiate specific components, or compare quotations across manufacturers on a fair basis.

Question 14: What is your payment terms structure, and do you offer flexibility for new clients?

Typical payment terms involve an advance payment with the balance before or upon dispatch. Some manufacturers offer credit terms for established clients. Understand the standard terms, whether flexibility exists for the first few orders while the relationship is being established, and what happens if you need to cancel or modify an order after advance payment. Document all agreed terms in the manufacturing agreement.

Question 15: Who will be my primary point of contact, and what is your standard response time for queries?

This question sets communication expectations upfront. Knowing whether you will deal with a dedicated account manager, a shared customer service team, or the owner directly shapes your expectation for responsiveness and continuity. Ask about their communication channels (email, phone, messaging apps), standard response time for routine queries, and escalation process for urgent issues. Test the stated response time by sending a follow-up query after the meeting and noting how quickly they respond.

How to Use the Answers

1. Create a comparison matrix with all 15 questions as rows and each manufacturer as a column.
2. Record the actual answers — not just “good” or “bad” impressions — for each manufacturer.
3. Rate each answer on a defined scale (e.g., 1–5) based on the quality criteria described above.
4. Weight the questions by your business priorities — quality and compliance may carry more weight than pricing.
5. Calculate weighted scores and rank the manufacturers objectively.
6. Use the matrix to identify specific areas for follow-up or negotiation with your top candidates.

Frequently Asked Questions