A supplier’s specification sheet describes what they make. A purchase specification describes what you will accept. Most disputes over botanical extracts trace back to the gap between the two, so here is a template that closes it, built on the layout of our own published shatavari 20% specification and annotated clause by clause.
1. Identity and material
Botanical name: Asparagus racemosus Willd. Plant part: root (tuberous root, dried). Preparation: dry extract; extraction solvent and herb-to-extract ratio stated by the supplier. Carriers: declared by name and percentage, or “none”. Identity test: TLC or HPTLC profile to comply with an A. racemosus root reference standard, all major bands.
Why: the binomial and the plant part are the two clauses most often missing from a supplier sheet, and the two that decide whether a substitute passes. See adulteration and authenticity.
2. Assay
Primary: total saponins by gravimetry, on a dry-weight basis, NLT 20.0 / 40.0 / 60.0% w/w according to grade, batch result printed as a number. Secondary: shatavarin IV by HPLC, reported per lot as a number against a stated reference standard; if you need a minimum, agree it with the supplier on a current lot before writing it in. Method statement: the method must appear on the COA next to the result.
Why: gravimetric is the trade basis; HPLC is the orthogonal check. Writing both prevents a gravimetric number being presented against an HPLC expectation, and vice versa.
3. Physical parameters
| Clause | Typical limit | Method |
|---|---|---|
| Appearance | Light brown to brown, free-flowing powder | Visual |
| Loss on drying | NMT 6.0% w/w (EU grade) or NMT 10.0% | USP <731> |
| Bulk density | 0.30 to 0.80 g/mL | USP <616> |
| Water-soluble extractive | NLT 70.0% w/w | USP <561> |
| Particle size | NLT 95% through #40 mesh | USP <786> |
| Total ash | NMT 10.0% w/w | USP <561> or IP |
4. Contaminants
Heavy metals by ICP-MS as numbers: lead, cadmium, mercury, arsenic, with limits chosen for the destination (EU supplement ceilings of Pb 3.0, Cd 1.0, Hg 0.1 ppm; many buyers write Pb 1.0 and As 1.0). Pesticide residues: multi-residue screen by LC-MS/MS and GC-MS/MS reported against Regulation (EC) 396/2005 MRLs, limit of quantification stated. Ethylene oxide (sum expressed as ETO) with LOQ. PAH: benzo(a)pyrene and PAH4 against the EU contaminant regulation. Aflatoxins: B1 and total by HPLC-FLD. Residual solvents: USP <467> or the EU extraction-solvent directives.
Why: this block is what separates an EU-grade lot from a standard one, and its cost and lead time belong in the quotation. Write it into the specification only for the row you intend to buy.
5. Microbiology
Total aerobic count NMT 1,000 or 10,000 cfu/g; yeast and mould NMT 100 or 1,000 cfu/g; E. coli absent per 10 g; Salmonella absent per 25 g; S. aureus absent; methods named (USP <2021>, <2022>). Add a retest clause for lots older than six months at shipment if your application is sensitive.
6. Declarations and documents
Non-irradiated, non-ETO treated, GMO-free, allergen statement, vegan, BSE/TSE-free. Documents per lot: COA with batch number, specification, SDS, allergen statement, certificate of origin, phytosanitary certificate where required, and on request the HPLC report with chromatogram and a third-party residue report with the laboratory named. Certificates of the manufacturing facility with validity dates.
7. Packaging, storage and shelf life
25 kg HDPE drum with double PE liner unless agreed otherwise; store cool and dry, sealed, away from light; shelf life 36 months from manufacture unopened, with the basis for the claim available on request.
8. Commercial clauses that belong in the specification
- Batch number on COA, drum and invoice must match.
- Pre-shipment sample and COA before dispatch for first orders.
- Third-party retest at buyer’s option; cost split agreed in advance.
- Rejection criteria tied to the numbered clauses above, not to “quality”.
Our own published specification for the 20% EU grade follows this structure and can be used as the starting document. Send us yours and we return it marked up, clause by clause, against the current lot.
Send us your specification
We mark it up clause by clause against the current lot, with testing cost and lead time before you commit.