Distributor Handbook 

Absolutely! Here’s a complete, consolidated COBI Distributor Handbook draft that combines all previously prepared policies, agreements, codes, schedules, and guides into a single, professional, and field-ready document. It’s structured for print, PDF distribution, or internal training.

🌿 COBI DISTRIBUTOR HANDBOOK

Crown Organic Biofertilizers Inc. (COBI)
Authorized Distributor & Dealer Policies, Procedures, and Guidelines

Version: 1.0 | Effective Date: ____________
Contact: +63 46 418 9530 | putzagarwoodfarm@gmail.com | putzagarwoodfarm.com

TABLE OF CONTENTS

  1. Introduction & Company Overview
  2. Distributor / Dealer Program Overview
  3. Distributor Application & Approval Process
  4. Dealer Agreement & Terms
  5. Territory Exclusivity Policy
  6. Minimum Purchase Commitment Schedule
  7. Dealer Code of Conduct
  8. Product Portfolio & Technical Guidelines
  9. Pricing, Margins & Incentives
  10. Sales, Marketing, & Demo Support
  11. Reporting & Audit Requirements
  12. Conflict Resolution & Violations
  13. Appendices & Forms

1. INTRODUCTION & COMPANY OVERVIEW

COBI Mission:

Empowering farmers and plantations with science-backed, sustainable, and high-margin organic fertilizers and bio-stimulants.

COBI Vision:

To become the leading provider of regenerative agricultural inputs in the Philippines, combining high-quality products, sustainable practices, and farmer-centric solutions.

Our Products:

  • BioGrow™ – Granular organic fertilizer
  • MycoBoost™ – Microbial root & soil activator
  • VitaSoil™ – Liquid soil conditioner & microbial activator
  • EcoZyme™ – Organic enzyme & decomposer solution
  • BioKelp™ – Seaweed-based plant bio-stimulant

2. DISTRIBUTOR / DEALER PROGRAM OVERVIEW

COBI’s distribution network is designed to:

  • Reward performance with exclusive territories
  • Provide strong margins for distributors and dealers
  • Encourage bundled system sales for maximum farmer impact
  • Promote sustainable farming practices

Distributor Levels:

  • Barangay / Cluster Dealer
  • Municipal / City Exclusive Dealer
  • Provincial Exclusive Distributor
  • Regional / Master Distributor

3. DISTRIBUTOR APPLICATION & APPROVAL PROCESS

Steps to become a distributor:

  1. Complete the Distributor Application Form (Appendix A)
  2. Provide business registration documents
  3. Territory evaluation and alignment with program requirements
  4. Review by COBI management
  5. Sign Dealer Agreement and accept all policies
  6. Initial stocking and training session

Evaluation Criteria:

  • Market experience and coverage
  • Sales and logistics capacity
  • Financial and credit capability
  • Compliance with policies and ethical practices

4. DEALER AGREEMENT & TERMS

Key Points:

  • Appointment type: Exclusive / Non-Exclusive
  • Product coverage: All COBI products or selected approved lines
  • Pricing & Payment: Adherence to SRP and authorized dealer pricing
  • Term: 1-year renewable (subject to performance)
  • Termination: 30 days notice or immediate for violations

Signatures: Required from authorized company officer and dealer representative

5. TERRITORY EXCLUSIVITY POLICY

Purpose: Protect serious distributors, ensure fair competition, maintain brand integrity.

Exclusivity Requirements:

  • Minimum purchase commitment
  • Active market development
  • Price and brand discipline
  • Compliance with laws

Limitations:

  • COBI reserves the right to sell to national accounts, government programs, and online channels
  • Exclusivity is performance-based and reviewed periodically

Violations: May result in loss of exclusivity, suspension, or termination

6. MINIMUM PURCHASE COMMITMENT SCHEDULE (MPC)

Commitment Levels by Territory:

LevelMonthlyQuarterlyAnnual
Barangay / Cluster₱25k–₱50k₱75k–₱150k—
Municipal / City₱35k–₱75k₱100k–₱250k—
Provincial—₱300k–₱500k₱1.2M–₱2M
Regional / Master—₱750k–₱1.5M₱3M–₆M

Product Mix Requirement: At least 3 product lines per cycle, including BioGrow™ as base product.

Performance Review: Quarterly for exclusive distributors, semi-annual for non-exclusive dealers

7. DEALER CODE OF CONDUCT

Core Principles:

  • Protect the farmer
  • Respect assigned territory
  • Preserve the COBI brand

Key Policies:

  • Truthful representation of products
  • Proper storage, handling, and labeling
  • Compliance with pricing & SRP
  • Territory adherence
  • Ethical sales & responsible use guidance
  • Confidentiality of proprietary information
  • Reporting & audit cooperation

Violations:

  • Written warning → suspension → loss of exclusivity → termination

8. PRODUCT PORTFOLIO & TECHNICAL GUIDELINES

Product Information Includes:

  • Formulation & technical data
  • Recommended usage rates
  • Storage & handling instructions
  • Safety (MSDS / TDS)
  • Packaging options

Bundling Example:

  • Soil Regeneration Starter Pack: BioGrow™, MycoBoost™, VitaSoil™, EcoZyme™, BioKelp™

9. PRICING, MARGINS & INCENTIVES

Suggested Retail Prices & Dealer Margins:

  • BioGrow™ 25 kg: Dealer SRP ₱1,300, Distributor Margin ~23%
  • MycoBoost™ 1L: Dealer SRP ₱550, Distributor Margin ~23%
  • VitaSoil™ 1L: Dealer SRP ₱500
  • EcoZyme™ 1L: Dealer SRP ₱460
  • BioKelp™ 1L: Dealer SRP ₱600

Volume Incentives:

  • Quarterly / Annual rebates for over-performance
  • Priority allocation for new product launches

Agent Commissions: 5–10% for field agents/extension partners

10. SALES, MARKETING & DEMO SUPPORT

  • Product demo & trial support (farms, LGUs, cooperatives)
  • Field training sessions for farmers
  • Marketing collateral: brochures, banners, digital media
  • Guidelines for online promotion (requires approval)

11. REPORTING & AUDIT REQUIREMENTS

  • Monthly / Quarterly sales reports
  • Inventory & stock verification
  • Demo / training report submission
  • COBI reserves the right to audit records and field activities

12. CONFLICT RESOLUTION & VIOLATIONS

  • First violation: Written warning
  • Second violation: Suspension of supply or incentives
  • Third violation / severe breach: Termination of dealer agreement and/or exclusivity

Types of violations include:

  • Price undercutting
  • Territory encroachment
  • Misrepresentation of products
  • Adulteration / mishandling

13. APPENDICES & FORMS

  1. Appendix A – Distributor Application Form
  2. Appendix B – Dealer Agreement Template
  3. Appendix C – Territory Exclusivity Rider
  4. Appendix D – Minimum Purchase Commitment Schedule
  5. Appendix E – Dealer Code of Conduct
  6. Appendix F – Pricing & Margin Guide
  7. Appendix G – Product Catalog & Technical Guidelines

14. ACKNOWLEDGMENT

All distributors/dealers must sign acknowledgment confirming:

  • Receipt of this Handbook
  • Understanding and acceptance of all policies
  • Commitment to comply fully with COBI standards

Signature: ___________________________
Printed Name: ________________________
Date: _______________________________

✅ NEXT STEPS / OPTIONS

I can now produce this as a fully formatted, branded PDF or PowerPoint booklet, ready for:

  • Distribution to new dealers
  • Field training sessions
  • LGU and cooperative partnerships

It can also include visual infographics, charts, and product images for easier comprehension.

Do you want me to create the fully formatted PDF/handbook next?