Seller resource Handbook

Made By Special – Seller Resource Handbook

A practical, end-to-end guide for institutes and independent sellers working with specially-abled and marginalised communities

INTRODUCTION

This handbook is designed to help institutes and independent sellers build sustainable, ethical, and organised selling systems. It covers everything from deciding what to make to how to ship it, while keeping Made By Special’s role clear as a catalog and connecting platform.

This document is not about becoming commercial at the cost of dignity. It is about valuing skill fairly, reducing losses, and creating repeat opportunities.

SECTION 1: DECIDING THE RIGHT PRODUCT

1.1 Choosing Products That Make Sense

Before creating or listing any product, evaluate it on these parameters:

A. Cost Price (CP)
Include:

  • Raw materials

  • Consumables (glue, thread, paint, etc.)

  • Packaging material

  • Electricity / shared resources (approximate)

B. Time Taken to Create

  • Actual making time (in hours)

  • Skill complexity

  • Number of people involved

C. Market Value

  • Similar products available online/offline

  • Handcrafted vs machine-made comparison

  • Will buyers understand the value?

Rule of Thumb: If a product takes too much time and sells cheaply, it is not sustainable.

1.2 Skill-to-Product Mapping

Match skills to products:

  • Repetitive skills → Bulk-friendly products

  • High-skill crafts → Limited edition / premium products

  • Beginner skills → Simple, functional items

Avoid products that:

  • Are too fragile to ship

  • Depend heavily on one individual

  • Cannot be standardised at all

SECTION 2: CURATING A PRODUCT LINE

2.1 Build a Balanced Catalog

Your catalog should have:

  • Entry-level products (low cost, easy gifting)

  • Mid-range products (bulk & custom orders)

  • Statement products (premium, limited)

Avoid listing too many variations initially.

2.2 Product Documentation Checklist

For every product, maintain:

  • Product name

  • Dimensions

  • Materials used

  • Approximate weight

  • Time to make

  • Customisation possible (Yes/No)

  • Minimum order quantity (MOQ)

SECTION 3: UNDERSTANDING BUYER REQUIREMENTS

3.1 Reading a Buyer Brief

Buyers usually specify:

  • Quantity

  • Budget range

  • Timeline

  • Customisation needs

  • Delivery location

Always confirm unclear points before quoting.

3.2 Asking the Right Questions

Before quoting, ask:

  • Is this for gifting or resale?

  • Is packaging included in the budget?

  • Are samples required?

  • Is flexibility on delivery date possible?

SECTION 4: CALCULATING SELLING PRICE

4.1 Pricing Formula (Simple)

Selling Price =
(Cost Price + Labour Value + Overheads) + Margin

Where:

  • Labour value = fair hourly skill rate × time taken

  • Margin = sustainability buffer (not profit-driven)

4.2 Offering Discounts (Safely)

Discounts can be offered:

  • On bulk orders

  • For repeat buyers

  • For exhibitions

Never discount:

  • Below cost

  • Below dignity of labour

SECTION 5: GETTING SALES & FOLLOW-UPS

5.1 Handling Inquiries

  • Respond within 24–48 hours

  • Be clear and polite

  • Share references and images

5.2 Closing the Sale

Confirm in writing:

  • Final price

  • Quantity

  • Delivery date

  • Payment terms

  • Shipping responsibility

SECTION 6: BASIC MARKETING FOR INSTITUTES

6.1 Using the MBS Catalog

  • Share catalog links with buyers

  • Use it during exhibitions

  • Reference MBS for credibility (not guarantee)

6.2 Social Media Basics

Focus on:

  • Process stories

  • Skill highlights

  • Finished products

  • Packaging & dispatch moments

Consistency matters more than perfection.

SECTION 7: INVENTORY & RECORD KEEPING

7.1 Raw Material Inventory

Maintain a sheet with:

  • Material name

  • Quantity in stock

  • Minimum reorder level

  • Supplier details

7.2 Product Master Sheet

Track:

  • Product code

  • Date made

  • Maker(s)

  • Cost price

  • Selling price

  • Status (in stock / sold)

SECTION 8: PACKAGING & SHIPPING

8.1 Packaging Checklist

Include:

  • Proper box (not reused weak boxes)

  • Bubble wrap

  • Inner cushioning

  • Moisture protection

8.2 Shipping Label

Must include:

  • Sender name & phone

  • Receiver name & phone

  • Full address

  • Fragile marking (if required)

8.3 Branding Inside the Box

Optional but recommended:

  • Thank-you note

  • Institute card

  • Care instructions

SECTION 9: SHIPPING THE PRODUCT

9.1 Before Dispatch Checks

  • Correct quantity

  • No visible damage

  • Secure packaging

  • Correct address

9.2 After Dispatch

  • Share tracking receipt with buyer

  • Keep copy for records

SECTION 10: INVOICING & DOCUMENTATION

10.1 Basic Invoice Must Have

  • Seller name & address

  • Buyer name & address

  • Invoice number

  • Product description

  • Quantity & price

  • Shipping charges

  • Total amount

SECTION 11: EXHIBITIONS & STALL MANAGEMENT

11.1 Choosing the Right Exhibition

Evaluate:

  • Visitor profile

  • Stall cost vs expected sales

  • Logistics feasibility

11.2 Running a Stall

  • Clear price tags

  • Sample products

  • One person handling money

  • One person explaining products

SECTION 12: WORKSHOPS & TRAINING (ARTIST BANK)

If hiring trainers:

  • Define objectives clearly

  • Budget realistically

  • Respect trainer time and effort

If conducting workshops:

  • Prepare material in advance

  • Keep group size manageable

SECTION 13: COMMON MISTAKES TO AVOID

  • Underpricing work

  • Accepting vague orders

  • Skipping written confirmation

  • Poor packaging

  • Overpromising timelines

FINAL NOTE

This handbook is meant to support sustainability, dignity, and clarity.

Made By Special exists to enable visibility and connection. The strength of the ecosystem depends on fair practices, transparent communication, and mutual respect.

You are building more than products. You are building livelihoods.