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Templates & Tools

Sample Request & Evaluation Pack

A 34-page field manual with ready-to-send request emails and an Excel scoring sheet. Ask for the right sample, measure it in ninety minutes, and make it binding in the contract.

The sample is not the shipment. Make it one.

Suppliers send their best beans as samples. You need a system that makes the sample representative of what you will actually receive — and that converts your evaluation findings into contract language a supplier cannot dispute later.

The Sample Request and Evaluation Pack covers the full sample cycle: what to request, how to request it, how to evaluate it in a structured ninety-minute session, and how to record the findings in a way that protects you at the contract stage.

What's inside

  • How to write a sample request that specifies origin, grade, moisture, and minimum lot representativeness
  • A structured ninety-minute evaluation protocol covering appearance, aroma, moisture, and vanillin assessment
  • How to score samples across multiple suppliers on a consistent basis
  • Converting evaluation findings into contract specifications and acceptance criteria
  • What to do when a sample passes but the shipment does not match it

Files you get

  • 34-page field manual (PDF)
  • Excel sample scoring sheet
  • Ready-to-send sample request email templates

What's Inside

  • Full PDF — 34 pages, optimised for screen and print
  • Lifetime re-download via your unique link
  • Written from direct sourcing experience in Indonesia
  • Practical, actionable — no filler content
PDF + Excel + Email Templates
$49 USD · one-time
Instant PDF download · Lifetime access

Your download link will be sent here. No spam, ever.

All sales are final. Files are delivered instantly and cannot be returned. Every page count and file is listed on this page before you buy.

Questions

PDFs that open on any device, Excel workbooks (compatible with Google Sheets and LibreOffice), Word template packs (compatible with Google Docs and LibreOffice Writer), and plain-text email templates you can paste and send.
A download link is generated immediately after payment and also sent to the email address you enter at checkout. The link is yours to keep — you can re-download at any time.
No. Every term is defined, every calculation is worked through step by step, and every template is ready to use once you fill in the brackets. The guides are written for buyers, not for trade specialists.
No. The contract templates and clause language are written to be clear to suppliers and laboratories, not drafted for any one country's law. Have a lawyer review anything that will carry a commercial claim before you rely on it.
Each purchase is licensed to one buyer for use in their own business. You can send the emails, issue the purchase order and use the forms with your suppliers. You may not share, upload or resell the files themselves.
No. Vanilla Roots writes for buyers. Nothing in these guides is there to sell you beans, recommend a supplier, or steer you toward any particular source. The tools work regardless of where you buy from.
No. The files are delivered instantly and cannot be returned, so all sales are final. Every product page lists the exact page count and every file included before you pay, so you know precisely what you are buying.
Your purchase is the edition shown on the product page at the time you buy. New editions, when published, are sold separately. The edition number and verification date are listed on every product page that carries them.