If you sell products made by another company, buyers usually want proof that you are allowed to supply them. The standard proof is a manufacturer authorization letter. A weak or outdated letter is a common cause of delay for distributors and agents.
This guide explains when the letter is requested, what it should contain, and how to avoid the mistakes that cause returns. Buyers may require specific wording or a specific format, so check before you request one.
Why Buyers Ask for It
A buyer wants to know that the products are genuine, supported and available through you. The letter shows that the manufacturer recognises you as a supplier, and it protects the buyer if there are warranty or supply questions later.
What a Good Letter Contains
- Manufacturer name and details on its official letterhead.
- Your company name exactly as in your registration.
- Products or product lines covered, stated clearly.
- Territory, such as the Kingdom of Saudi Arabia, where relevant.
- Validity period or a statement of how long the authorization lasts.
- Signature and title of an authorised person, with a date.
Asking the Manufacturer
Make the request early, since manufacturers may need internal approval. Give them the buyer requirements and any template. Ask for a letter that mentions the specific buyer or tender only if the buyer requires it. Keep a record of your correspondence in case the buyer asks questions.
Level of Authorization
Authorizations differ. A manufacturer may appoint a main distributor, an authorised reseller or a service partner. State your level honestly and make sure the letter matches it. Misstating your status can lead to rejection or later disputes. See how to choose the right vendor category to align your category with what you actually supply.
Checklist
- Check that the legal name matches your registration.
- Confirm the products and territory are listed.
- Make sure the letter is signed, dated and on letterhead.
- Verify that the validity period covers the review.
- Request a renewed letter before the old one expires.
Common Mistakes
- Letters that name the wrong entity or a former name.
- No product list or an unclear scope.
- Expired letters submitted for review.
- Scanned copies that are unreadable.
- Overstating authorization level.
How Wazir Solution Can Help
Wazir Solution supports suppliers with document review, consistency checks and submission preparation for vendor registration with Saudi buyers. See our vendor registration services to learn more, or contact us at info@wazirsolution.com.
Frequently Asked Questions
Is a letter needed for every product I sell?
Typically for brands you do not manufacture. Confirm the buyer rule for your category.
Can I use an old letter?
Only if it is still valid and the buyer accepts its date. Otherwise request a new one.
What if the manufacturer is overseas?
Overseas letters may need extra attestation. Ask the buyer which formalities apply.
Requirements vary by entity and change over time, and meeting the documented requirements does not guarantee approval.
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