Vendor Registration Policy & Form

Welcome to The Roots | Natural and Organic Store!

We are excited to have you consider becoming one of our valued suppliers. At The Roots, we are committed to offering only the highest quality organic products to our customers, and we have a few requirements and procedures in place for our vendor registration process.

Eligibility:

To be eligible to sell your products at The Roots, vendors must meet the following criteria:

  • All products must be certified as organic by a recognised certifying agency.
  • Vendors must provide proof of certification at the time of registration.
  • Vendors must be based in India.
  • Vendors must be able to provide products on a regular basis and in a timely manner.
  • Vendors must have a valid and updated FSSAI licence.
  • Vendors must have a valid GST no.

Exceptions:

We understand that there may be certain circumstances where a product may not meet our eligibility criteria, but we may still be interested in carrying it on our shelves. In these cases, we will consider the following exceptions:

  • When the product has a special geo-tag, we will consider it for registration on a case-by-case basis.
  • When the manufacturer has complete knowledge and proof of authenticity for the product to be natural, we will consider it for registration on a case-by-case basis.

Registration Process:

To register as a vendor with The Roots, please follow these steps:

  • Complete our vendor registration form, which can be found on our website or obtained from our store.
  • Provide proof of organic certification, FSSAI licence, GST no, and any other relevant documentation requested in the form.
  • Send samples of your products to our store located at 24 Adchini, First Floor, New Delhi – 110017, along with the tracking details.
  • We will review your registration form, documentation, and product samples, and will notify you of our decision within 14 business days.

Product Requirements:

To ensure the best experience for our customers, we have the following requirements for products sold at The Roots:

  • Our products must be of high quality and meet all relevant safety and health standards.
  • Products must be labelled with all relevant information, including ingredients and certifying agency.
  • Products must be packaged in a manner that preserves their freshness and quality.
  • Products must be priced competitively.

Payment Terms:

We want to make sure our vendors are fairly compensated for their products. Here are our payment terms:

  • We will make payment to vendors within 30 days of delivery of products, subject to quality inspection.
  • If you have any disputes regarding payment, please let us know within 14 days of the invoice date.

Compliance:

  • We take compliance with laws and regulations seriously. Vendors must comply with all relevant laws and regulations, including but not limited to labour laws and environmental regulations.
  • The Roots | Natural and Organic Store reserves the right to terminate its relationship with any vendor that is found to be non-compliant with this policy or any relevant laws and regulations.

Changes to Policy:

  • We reserve the right to make changes to this policy at any time and will notify vendors of any changes. By registering as a vendor with The Roots | Natural and Organic Store vendors agree to comply with the terms of this policy.

Delivery and Return of Product Policy:

  • We understand that sometimes things don’t go as planned, so we have a process in place for the delivery and return of products.

Delivery:

  • Please inform us of the expected delivery date at least 2 days prior to delivery.
  • Deliveries must be made during designated delivery times. Monday to Saturday, 11 am – 6 pm)
  • Products must be packaged in a manner that preserves their freshness and quality.
  • Products must be properly labelled and accompanied by all relevant documentation.
  • Delivery fees will be borne by the vendor.

Returns:

At The Roots, we strive to provide our customers with the highest quality organic products. However, we understand that there may be occasions where products need to be returned to vendors due to various reasons. This policy outlines the guidelines and procedures for returning products to vendors.

Reasons for Returns:

Products may be returned to vendors under the following circumstances:

  • Defective or Damaged Products: Products that are found to be defective or damaged during transit or upon inspection will be returned to the vendor.
  • Non-Compliance with Quality Standards: Products that do not meet our quality standards, including those that are expired, contaminated, or incorrectly labelled, will be returned to the vendor.
  • Overstock or Unsold Products: Products that are overstocked or unsold due to low demand may be returned to the vendor with prior agreement.
  • Notification and Approval:
    • The Roots will notify the vendor of the return request and the reason for the return via email or written communication.
    •  Vendors must respond to the return request within 3 business days to acknowledge and approve the return, providing any necessary details or instructions for the return process.

Return Process:

  • Vendors must arrange for the retrieval of the returned products at their own expense.
  • Products must be returned in their original packaging and in a resalable condition, unless they are being returned due to defects or damages.
  • Vendors must ensure that returned products are collected within 7 business days from the date of approval.
  • The Roots will not be responsible for any products that are lost or damaged during the return process.

Quality Inspection:

  • Upon delivery, products will be inspected for quality and compliance with labelling and packaging requirements.
  • Products that do not meet the criteria outlined in our Shelf Stocking Policy will be returned to the vendor at the vendor’s expense.
  • We take great care to ensure that our customers receive only the highest quality organic products. To this end, all products must meet our quality standards and undergo a thorough inspection before they are accepted for sale.
  • Products must be free from defects and comply with all relevant labelling and packaging requirements.
  • Products must meet all relevant safety and health standards.
  • If any products are found to be non-compliant, they will be returned to the vendor at the vendor’s expense.
  • Vendors are responsible for ensuring the quality of their products at all times and must notify us immediately if there are any issues with quality or compliance.

Shelving Fee:

  • We reserve the right to charge a shelving fee for vendors whose products require special shelving arrangements or additional resources to stock on our shelves.
  • The amount of the shelving fee will be determined on a case-by-case basis and will be communicated to the vendor prior to registration.
  • The shelving fee will be reviewed periodically to ensure it remains reasonable and necessary.
  • Vendors will be invoiced for the shelving fee on a regular basis, in accordance with the terms of the agreement.
  • Failure to pay the shelving fee may result in the removal of the product from our shelves.

Listing on the Website Policy for The Roots | Natural and Organic Store

We are delighted to offer our vendors the opportunity to list their products on The Roots website. This section outlines the guidelines and procedures for listing products on our website after the 3-month trial period.

3-Month Trial Period:

During the first 3 months of partnership with The Roots, vendors’ products will be available for sale in-store only. This trial period allows us to assess the product’s performance, customer feedback, and overall suitability for our online platform.

Listing on the Website:

Following the 3-month trial period, selected vendors may have the opportunity to list their products on The Roots website.

Marketing and Listing Materials:

Vendors are obliged to provide all marketing and listing materials required for their products. These materials should adhere to the guidelines laid out by The Roots to maintain consistency and align with our branding and vision.

Requirements and Guidelines:

At the 2-month mark of the trial period, vendors who may be considered for listing on the website will be informed of the specific requirements and guidelines for marketing and listing materials. This includes but is not limited to white background product images, product descriptions, certifications, pricing, and any other relevant information.

Approval and Listing:

After reviewing the marketing and listing materials provided by the vendors, The Roots will make the final decision on whether to list the products on our website. Vendors will be notified of the approval or rejection of their listing request.

Ongoing Review:

The Roots reserves the right to periodically review the listed products to ensure they continue to meet our quality standards and are in compliance with all relevant regulations.

Changes to Policy:

The Roots may make changes to this Listing on the Website Policy as necessary. Vendors will be informed of any updates and are expected to comply with the revised policy.

By registering as a vendor with The Roots | Natural and Organic Store vendors agree to adhere to the terms and conditions outlined in this Listing on the Website Policy.