A custom plastic water bottle order is not ready for its deposit simply because the unit price looks acceptable. An importer needs an approved configuration, a purchase order that matches the quotation, clear ownership of any new tooling, a production timetable, inspection rights and a realistic shipment handover plan. Most avoidable disputes arise when drawings, material declarations, logo artwork or carton assumptions are still open when money is transferred. This buyer-focused checklist explains what to freeze, what to leave conditional and which written records protect both sides without relying on invented universal deposit percentages or guaranteed delivery days.
- Match bank beneficiary, selling entity and commercial invoice details.
- Lock each SKU, actual capacity, component material and cap variant.
- Sign off a named physical reference sample and artwork revision.
Does the proforma invoice match the exact approved water bottle?
Compare the quotation, proforma invoice and purchase order line by line. Each line should name the model or approved drawing revision, actual capacity, body/lid material, color, finish, cap variant, logo version, packaging, quantity and agreed unit price basis. Confirm whether any samples, artwork plates, mold fees, testing, labels, cartons or freight are included or separately charged. If a supplier proposes an equivalent resin, alternate cap or changed print position, document it as a pending change requiring approval. A quotation that only says 'custom water bottles' is too broad for reliable production. Keep a single dated specification attachment referenced by every commercial document, and check the beneficiary details before transferring funds. For an example purchase line, record the body, lid and decoration requirements of sports bottle model 2501 rather than relying on a category label.
Has someone signed off the preproduction sample and artwork?
Approve a representative assembled sample, not just a digital mockup. The approval record should show who approved it, when, for which SKU and revision, and what functional or decorative exceptions remain. Check whether the body and cap materials in the sample match the ordered configuration. Review readable logo placement, dimensions, artwork colors, potential print wear criteria and packaging mockups. Clarify which cleaning or leak checks are appropriate for the intended product without treating home demonstrations as evidence of regulatory compliance. Mark a sample 'approved for production' only after agreed tests and market-specific documentation are satisfactory. If samples are still pending, the purchase order should explicitly state that production release is conditional rather than implied by deposit receipt.
Is the supplier allowed to change caps, materials or colors after approval?
Specify the change-control threshold. A new colorant, resin grade, seal supplier, straw design, lid mechanism or printed ink can affect visual quality, fit or documentation. Written approval should be required for material substitutions or modifications to food-contact components and other controlled details. For an importer's brand, even a visually similar replacement might not match the tested configuration or agreed product photography. Ask the supplier to identify the person who proposes changes, supplies comparative evidence and obtains buyer acceptance. Keep the revised specification and sample number tied to the purchase order. If a defect or deviation is discovered, agree the escalation and rework approval procedure instead of assuming the factory will decide unilaterally. Use kids bottle model 2109 as a reminder that a children's bottle lid and its component materials need model-specific approval.
Who owns tooling, artwork and brand files?
An OEM project may use an existing factory mold, modified inserts or a new proprietary mold. Confirm whether tooling charges are refundable or separate, who legally owns a buyer-funded tool, who stores and maintains it, whether it can be transferred, and how wear or future revisions are handled. Avoid assuming that paying a 'mold fee' automatically transfers intellectual property. Artwork files, logo permissions, print plates and branded packaging need documented approval and permitted use. If the product uses an existing catalog shape, ask whether the mold is shared across buyers and what can genuinely be exclusive. Where the transaction is material, obtain legal review of tooling ownership and confidentiality clauses.
What inspection and test evidence is needed before final payment?
Agree preproduction and finished-order checks before production starts: visual defects, dimensions, cap fit, logo placement, packing accuracy, leakage performance if required and destination-market food-contact documents. Name the responsible laboratory or inspection firm if an independent check is required and decide who pays for a failed result or retest. An AQL sampling plan, if used, must be defined by the actual sampling standard, inspection level, defect categories and acceptance numbers—not by a vague reference to 'AQL passed'. Reserve the right to view production lot evidence and to place final payment or shipment release behind agreed acceptance milestones. An inspection result is evidence about the sampled lot; it does not prove every bottle is perfect. When defining carton, inspection and shipping milestones, keep large jug model 2305 as its own large-jug configuration.
Are payment milestones, Incoterms and shipping documents clear?
Write the actual deposit amount and trigger in the purchase agreement; there is no honest universal percentage for all bottle factories or projects. Document when the balance becomes due, what happens after rework, and which documents must be presented. Specify the correct Incoterms 2020 rule and named place rather than only 'FOB China'. ICC explains that FCA can suit containerized deliveries handed to a carrier before the goods are on board, while FOB is intended for defined vessel-on-board delivery. Ask your forwarder or trade adviser to verify the chosen term for your route. Confirm carton marks, commercial invoice, packing list, and any required origin or compliance documents before the deposit creates schedule pressure.
What final pre-deposit message should a buyer send?
Summarize decisions in one written approval request: 'Please confirm PO version, model breakdown, component materials, sample and artwork revision, packaging and carton quantities, charges, inspection plan, Incoterm and named place, planned production milestones, payment trigger and authorized beneficiary. Identify every open item as pending; production must not begin for those items until our written release.' Ask the supplier to respond with a marked-up specification rather than a generic 'OK'. Keep a copy of the accepted proforma, sample approval, approved artwork and any third-party inspection agreement. For a multi-SKU project, this response should match the variant matrix that warehouse and QC teams will later use to receive the goods.
Pre-deposit release matrix: what must be signed first?
Agree the supplier's deliverables and buyer approvals before deposit transfer. This is a decision tool, not legal advice or a warranty of any XUYI transaction.
| Purchase condition | Required record | Reason to stop release |
|---|---|---|
| Exact SKU and components | Approved specification, revision and model/variant schedule | Substitutions or undefined cap/material choices |
| Sample and decoration | Physical golden sample, artwork proof and any exceptions | Unapproved logo, color or assembly performance |
| Tooling and IP | Tooling scope, fees, ownership and storage terms | Ambiguous buyer-funded mold rights |
| Testing and inspection | Market-specific evidence, inspection method and failed-lot remedy | Unsupported certification or unclear acceptance |
| Trade and payment | Proforma, named Incoterm place, milestone triggers and beneficiary | Mismatched seller, bank details or undefined risk transfer |
| Packing and export | Carton dimensions, label/marking file and shipping document list | Missing logistics data or unchecked market-specific requirements |
Buyer decision criteria, not XUYI certification, published MOQ or guaranteed delivery times. Verify the exact model and market requirements.
Buyer checklist
- Match bank beneficiary, selling entity and commercial invoice details.
- Lock each SKU, actual capacity, component material and cap variant.
- Sign off a named physical reference sample and artwork revision.
- Record unresolved tests and prohibit premature production release.
- Agree substitutions and change-approval responsibilities in writing.
- State tooling ownership, storage, maintenance and reuse rights if relevant.
- Set inspection criteria, sampling method and failed-lot remedy.
- Check line-item prices, setup charges, packaging and included services.
- Name the chosen Incoterms 2020 rule and precise handover location.
- Confirm deposit and balance triggers against documents and milestones.
Frequently asked questions
What should be on a custom water bottle proforma invoice?
At minimum: parties, model and variant schedule, verified specifications, quantity, price scope, decoration, packaging, tooling or sample charges, payment terms, Incoterm with named place and approved attachments.
Can I pay a deposit before approving a preproduction sample?
The contract may allow a conditional deposit, but the buyer should define what cannot start before written sample and artwork approval, what happens after rejection, and how refunds or rework are handled. Obtain suitable legal advice for material transactions.
What deposit percentage is normal for plastic bottle wholesale?
There is no reliable universal rate. Payment arrangements depend on supplier, credit, tooling, customization and order risk. Agree the exact percentage and conditions in a signed commercial document instead of relying on an online generalization.
Does FOB mean the seller pays all shipping to my warehouse?
No. Under Incoterms 2020, FOB has a specified vessel-on-board delivery and risk point at the named port; it does not include every downstream transport, insurance, import and delivery cost. Check whether FCA or another term fits your shipment.
Need a quote for a specific model?
Send the model, expected order quantity, logo requirements and destination market. XUYI can review confirmed material and customization options.
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