What Data Does a Retailer Need to List a Wholesale Adult Toy?

You have confirmed the order, received the shipment, and your customer service team is ready. But when you go to create the product listing — in your e-commerce platform, your ERP system, or a retail buyer's product intake form — you realise your supplier gave you a single product photo and a three-line description. Product length? To be confirmed. Charging type? Not mentioned. Material specification? Listed as "silicone" with no further detail. Battery specifications for your hazmat shipping declaration? Unknown.

A product data sheet is the document that prevents this scenario. It is not the same as a catalog entry. It is a structured, field-by-field specification that gives every downstream system — your warehouse management software, your e-commerce platform, your retail buyer, your customs broker — the exact data it needs to process, list, and ship the product correctly.

A wholesale adult toy product data sheet must cover seven data categories before a product can be accurately listed: identification data (factory model number and your buyer SKU), physical specifications (dimensions and weight at unit and packaged level), material and compliance data (food-grade silicone standard and applicable certifications), functional specifications (vibration modes, power, waterproofing), accessories and in-box contents, packaging specifications (retail box, inner pack, master carton), and image and marketing asset availability with usage rights.¹

I'm Sally. I run VF Pleasure — a direct adult toys factory in Dongguan, China, with 15+ years of B2B manufacturing experience. VF Pleasure offers marketing assets including high-resolution product images, demonstration videos, and promotional copywriting to support clients' sales efforts. We provide all VF Pleasure products with CE, RoHS, and food-grade silicone certification as standard, with full documentation for smooth importation.

This guide gives you the complete product data sheet field structure — every field, who provides it, and what format it should be in. At the end, you will find the ready-to-use template with "pending confirmation" placeholders for fields that must be confirmed per product, per batch.

⚠️ Template note: Every field in the template below should be confirmed with your specific supplier for the specific product you are listing. Never carry data from one product model to another — a vibrator and a thrusting toy from the same factory may have completely different specifications, and incorrect data creates listing errors, shipping misclassifications, and customer returns.

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Why Does a Product Data Sheet Matter More Than a Catalog Description?

A supplier catalog entry is written for sales. It highlights features, uses appealing photography, and describes the product in the most attractive terms. A product data sheet is written for operations. It answers the precise questions that a platform, a warehouse system, a customs declaration, and a retail buyer's compliance team will ask — in the exact format those systems require.

A product data sheet matters more than a catalog description because it feeds directly into retail and e-commerce systems that cannot accept vague or approximate data. An Amazon listing requires specific product dimensions, specific battery type, and specific material claims. A 3PL intake system requires exact unit weight and case count. A hazmat shipping declaration requires battery chemistry and watt-hour rating. A catalog description answers none of these.¹

Here is the downstream data consumption map — which system needs which data field.

📊 Where Each Data Category Is Consumed

Data Category	Amazon / E-comm	3PL / WMS	Retail Buyer	Customs / Freight
Factory model + buyer SKU	✅ Core	✅ Core	✅ Core	✅ Core
Physical dimensions (unit)	✅ Required	⚠️ Optional	✅ Often required	✅ Required
Physical dimensions (packaged)	✅ Required	✅ Required	⚠️ Optional	✅ Required
Unit weight + packaged weight	✅ Required	✅ Required	⚠️ Optional	✅ Required
Material (food-grade silicone)	✅ Listing claim	❌	✅ Compliance	⚠️ Customs
Certifications (CE, RoHS)	⚠️ Some platforms	❌	✅ Required	✅ Some markets
Battery type and watt-hour	✅ Required	❌	⚠️ Some buyers	✅ Required (hazmat)
Vibration modes / functions	✅ Listing content	❌	✅ Catalog	❌
Waterproof rating	✅ Listing claim	❌	✅ Catalog	❌
Accessories / in-box	✅ Listing	✅ Pick-verify	✅ Catalog	❌
Master carton data	❌	✅ Required	⚠️ Some buyers	✅ Required
Image files (hi-res)	✅ Required	❌	✅ Required	❌

Every cell marked ✅ in the table above represents a data field that will block or create errors in that system if it is missing or incorrect. Our private label sex toys category and adult toy quality compliance guide both address how to manage the compliance data side of this specification — this article covers the full operational data picture.

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Section 1: Identification Data — Factory Model Number and Your Buyer SKU

Every product data sheet starts with two parallel identifier systems: the factory's internal model number and your own buyer SKU. These are not the same thing, and both are essential for different parts of your supply chain.

Identification data on an adult toy product data sheet requires two separate identifiers: the factory's model number exactly as it appears on their production documentation (which links to their QC records, compliance files, and production batch system) and your buyer SKU (which links to your purchase orders, inventory system, and retail listings). These identifiers must both be present because different parties in your supply chain use different reference systems.²

🔖 Identification Field Specifications

Field 1.1 — Factory Model Number

• What it is: The alphanumeric code the factory assigns to this specific product design
• Format: Exactly as appears on the factory's proforma invoice, product spec sheet, and QC documentation (e.g., "HB2310", "ZD-045", "GC0205")
• Who provides it: The factory — this is their internal reference
• Why it matters: Links your listing to the factory's compliance documentation, QC batch records, and production history
• Common mistake: Using a marketing name rather than the factory model code. "The Rose Vibrator" is a marketing name. "TTD007D-1" is a factory model number.

Field 1.2 — Your Buyer SKU

• What it is: Your internal stock-keeping unit code for this product
• Format: Your standardised SKU format — typically alphanumeric, 8–16 characters
• Who provides it: You — before the purchase order is placed
• Why it matters: This is how your warehouse, your e-commerce platform, and your purchase orders all reference this product

Field 1.3 — UPC / EAN Barcode

• What it is: Your registered product barcode (GS1 registered)
• Format: 12-digit UPC-A (US) or 13-digit EAN-13 (EU/UK)
• Who provides it: You — registered through GS1 before the product is listed
• Why it matters: Required for retail listing, Amazon, and warehouse scanning

Field 1.4 — Product Name (Your Brand)

• What it is: The product name that appears on your listing, your packaging, and your marketing
• Format: Your brand's style — typically brand name + product descriptor (e.g., "[Your Brand] Silken Touch Wand Massager")

Field 1.5 — Version / Variant Code

• What it is: If this product is available in multiple colours or configurations, each variant needs its own entry
• Format: Append colour or variant to the buyer SKU (e.g., SKU-01-PNK for pink variant)

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Section 2: Physical Specifications — Dimensions and Weight

Physical specifications are the data fields most frequently missing or inaccurate in supplier-provided product information. They are also the fields that cause the most downstream problems — incorrect dimensional weight means your freight invoice is wrong; incorrect packaged dimensions means your FBA shipment plan is wrong; incorrect unit weight means your 3PL pick-and-verify will flag every order.

Physical specifications for an adult toy product data sheet must be measured at three levels: the bare unit (the product without any packaging, used for product detail pages and compliance documentation), the retail unit (the product in its retail box, used for e-commerce listing and FBA), and the master carton (used for freight booking and warehouse receiving). All measurements should be in centimetres for length/width/height and grams for weight, with kg alternatives for heavier carton weights.³

📏 Physical Specification Fields

Field 2.1 — Bare Unit Dimensions

• Length × Width × Height in millimetres (mm)
• Who provides: Factory (measured from production specifications)
• Use case: Product detail page descriptions; compliance documentation references

Field 2.2 — Bare Unit Weight

• Weight in grams (g)
• Who provides: Factory (measured and confirmed)
• Use case: Product listing weight claims; material content declarations

Field 2.3 — Retail Packaged Dimensions

• Length × Width × Height in centimetres (cm), measured on sealed retail box
• Who provides: Factory (confirmed from production packaging)
• Use case: Amazon FBA shipment planning; platform listing

Field 2.4 — Retail Packaged Weight

• Weight in grams (g), retail box with all contents included
• Who provides: Factory
• Use case: Platform listing; freight dimensional weight calculation

Field 2.5 — Master Carton Dimensions

• Length × Width × Height in centimetres (cm), measured on sealed master carton
• Who provides: Factory
• Use case: Freight booking; pallet planning; warehouse receiving

Field 2.6 — Master Carton Gross Weight

• Weight in kg, sealed master carton with full contents
• Who provides: Factory
• Use case: Freight invoice; customs declaration

Field 2.7 — Units Per Master Carton

• Exact unit count per master carton
• Who provides: Factory (confirmed packaging configuration)
• Use case: Purchase order verification; freight planning

⚠️ Never estimate these fields. If your supplier has not provided confirmed dimensions and weights, mark the field as "Pending — awaiting factory confirmation" and request them before listing. Estimated dimensions on an Amazon FBA shipment plan will be corrected at the FBA warehouse — and the correction fee comes out of your account.

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Section 3: Material and Compliance Data — The Fields That Protect Your Brand

Material and compliance data is the category most frequently handled carelessly — either because suppliers provide generic claims that buyers forward unchecked, or because buyers do not know which specific data fields their platform and compliance systems require.

Material and compliance data for an adult toy product data sheet must specify the exact material grade for each product surface (body-contact surfaces separately from structural components), the specific certifications applicable to the product and the name of the certifying or testing body, and any required regulatory compliance statements for the target market. Generic claims like "silicone" or "body-safe" without the specific material grade are not sufficient for retail system entry.⁴

🧬 Material and Compliance Fields

Field 3.1 — Body-Contact Surface Material

• What to specify: Food-grade platinum silicone (if applicable — specify grade)
• Who confirms: Factory (from their material specification and per-batch test reports)
• Required format: "Food-grade platinum silicone" — not "silicone" alone, not "medical-grade silicone"

⚠️ Critical note: VF Pleasure manufactures exclusively to food-grade silicone standards. All products use food-grade silicone, ABS plastic, and other non-toxic body-safe materials — the appropriate, verifiable, and honest material claim for adult toy body-contact surfaces. Never list a product as containing "medical-grade silicone" — this claim is almost never verifiable for adult toy products and creates platform compliance risk and regulatory exposure. Food-grade silicone is the correct standard.

Field 3.2 — Structural Component Materials

• What to specify: ABS plastic (for hard shell components); PC (polycarbonate) if used; other materials by name
• Who confirms: Factory

Field 3.3 — CE Certification

• What to include: Confirmation of CE compliance, applicable EU directives, technical file reference
• Who provides: Factory
• Format: "CE compliant — [Directive references e.g., RoHS 2011/65/EU]"

Field 3.4 — RoHS Compliance

• What to include: RoHS compliance confirmation, laboratory name if third-party tested
• Who provides: Factory
• Format: "RoHS compliant — confirmed by [laboratory name]"

Field 3.5 — Food-Grade Silicone Test Reference

• What to include: Third-party laboratory name, test standard (EN 71-3, FDA 21 CFR, etc.), batch reference
• Who provides: Factory (from per-batch test reports)
• Format: "Tested by [laboratory name], [test standard], batch [reference]"

Field 3.6 — CA65 / Proposition 65 Status

• What to include: Whether a Prop 65 warning is required for California market sales
• Who confirms: Factory (from CA65 compliance documentation)

Field 3.7 — Waterproof Rating

• What to specify: IPX rating if applicable (IPX6, IPX7, etc.)
• Who confirms: Factory (from IPX test documentation — specify whether validated under real-use simulation)
• Format: "IPX7 — validated under pre-use simulation conditions"

Field 3.8 — Country of Origin

• What to specify: The country where the product was manufactured
• Who confirms: Factory
• Required for: Customs declarations, retail listing, retail box marking

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Section 4: Functional Specifications — What the Product Does

Functional specifications are the product feature data your listing copy, your comparison tables, and your retail buyer's product sheets all draw from. They are also the fields where supplier-provided data is most often incomplete — particularly around power specifications and charging systems, which are required for hazmat shipping declarations.

Functional specifications for an adult toy product data sheet must cover: all vibration modes and pattern counts, power source type (rechargeable, battery-operated), battery chemistry and capacity in watt-hours for rechargeable products (required for air freight hazmat declaration), charging interface type, run time per charge, charge time, noise level if claimed (in dB), and any wireless or app-controlled features.⁵

⚙️ Functional Specification Fields

Field 4.1 — Number of Vibration Modes

• Total count of distinct vibration patterns
• Format: "10 vibration modes" or "5 vibration + 5 suction modes"

Field 4.2 — Power Source Type

• Options: Rechargeable lithium (USB-C / USB-A / magnetic), AAA batteries, AA batteries
• This field determines hazmat shipping classification

Field 4.3 — Battery Chemistry

• For rechargeable: "Lithium-ion" or "Lithium-polymer"
• For battery-operated: "AAA alkaline" or "AA alkaline" etc.
• Required for: Air freight hazmat declaration

Field 4.4 — Battery Capacity (Watt-hours)

• For rechargeable products: rated capacity in watt-hours (Wh) — calculated from voltage × amp-hours
• Example: "3.7V × 500mAh = 1.85Wh"
• Required for: Air freight regulatory declaration (UN3481 / PI 967/970 compliance)
• Who provides: Factory (from battery specification sheet)

Field 4.5 — Charging Interface

• Options: USB-C, USB-A (micro), magnetic charging pins, proprietary dock
• Format: "USB-C, included cable"

Field 4.6 — Run Time Per Full Charge

• Estimated operating time in hours/minutes
• Format: "Approximately 60 minutes at medium intensity"
• Who confirms: Factory (from product testing data)

Field 4.7 — Charge Time

• Time from zero to full charge
• Format: "Approximately 90 minutes"

Field 4.8 — Noise Level

• If claimed as quiet / whisper-quiet: measured dB level or test reference
• If not claimed: "Not specified"

Field 4.9 — Wireless / App Control

• Options: Bluetooth, RF remote, app-controlled (specify iOS/Android compatibility)
• If app-controlled: App name, operating system compatibility
• FCC documentation required for US wireless products — confirm status

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Section 5: Accessories and In-Box Contents

This is the field most often mishandled in product listings — and the field that generates the most unnecessary customer service contacts. A customer who expects a charging cable and receives none, or expects a storage pouch that was not included, generates a return and a complaint even when the product itself is functioning perfectly.

Accessories and in-box contents must be listed as a complete explicit inventory of everything in the retail box — not a summary. Every item present must be named (including the product itself, the charging cable if included, the user manual, any warranty card, any storage pouch, any protective film). Each item listed in the data sheet must be physically present in every shipped unit from that production batch.⁶

📦 Accessories and In-Box Fields

Field 5.1 — Product Unit

• The main product itself (confirm: is it individually wrapped within the box? Silicone sleeve? Protective film?)

Field 5.2 — Charging Cable

• Confirm: included or not included; cable type; cable length in cm

Field 5.3 — User Manual

• Confirm: included; languages covered; physical or digital (QR code)

Field 5.4 — Warranty Card

• Confirm: included or not; if included, what it states (warranty period, contact information)

Field 5.5 — Storage Pouch or Case

• Confirm: included or not; material if included (satin, mesh, cotton)

Field 5.6 — Other Accessories

• Any additional items: replacement batteries, adapter plugs, lubricant sample, brand insert cards
• List every item explicitly — do not use "accessories as shown" as a listing entry

Field 5.7 — Accessories Version Note

• Note if accessories may change between production batches (e.g., cable type may change from USB-A to USB-C on future runs)
• Any accessory change requires a data sheet update before the new batch is listed

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Section 6: Packaging Specifications — Retail Box, Inner Pack, and Master Carton

Packaging specifications in the product data sheet bridge the gap between your product listings (which use retail packaged dimensions) and your logistics operations (which use master carton data). This section is distinct from the general packaging checklist covered elsewhere — here it captures the data fields that feed into retail system entries and platform listings.

Packaging specifications in a wholesale adult toy product data sheet must cover the retail box material and finish, the presence and placement of required regulatory marks on the packaging, whether the retail box is discreet (no explicit product description visible externally), the inner pack configuration, and the master carton configuration — all as verified data, not estimates.⁷

📦 Packaging Data Fields

Field 6.1 — Retail Box Material and Type

• Examples: "Rigid magnetic closure box, matte soft-touch finish" / "Folding carton, gloss finish" / "Kraft paper sleeve"

Field 6.2 — Retail Box Discreet Indicator

• Confirm: Is the retail box discreet? (No explicit product category or imagery on exterior that would identify the product type to uninvolved observers)
• Format: "Discreet — no explicit product description on exterior" or "Not discreet — product category visible on box"
• Relevant for: Customer discretion claims, Amazon restricted category listings

Field 6.3 — Required Regulatory Marks on Packaging

• List which marks appear on the retail box: CE, UKCA, RoHS symbol, Prop 65 warning, battery recycling symbol, recycling symbols, country of origin
• Each mark confirmed against the approved packaging proof

Field 6.4 — Inner Pack Configuration

• Is the product individually packed in a polybag within the retail box? If yes, confirm polybag material
• Relevant for: FNSKU label placement; fragile product protection

Field 6.5 — Master Carton Units per Case

• Exact number of retail units per master carton (confirmed from packing list)

Field 6.6 — Master Carton Material

• Cardboard grade and configuration (e.g., "Double-wall corrugated carton, standard brown")

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Section 7: Image and Marketing Asset Availability

Product images are the single most visible element of any retail or e-commerce listing — and the usage rights around those images are the most frequently misunderstood aspect of supplier-provided assets. A factory photo on a manufacturer's catalog page may or may not be usable in your retail listing, depending on the licensing terms of the relationship.

Image and marketing asset data in a product data sheet must confirm three things: which image types are available (white background, lifestyle, detail shots, video), the resolution and file format of each available asset, and the usage rights — specifically whether the images are licensed for retail listing on your brand's channels or whether they are for reference only.⁸

🖼️ Image and Asset Fields

Field 7.1 — White Background Product Images

• Available: Yes / No
• If yes: resolution (e.g., "3000 × 3000px minimum"), file format (JPEG, PNG), file delivery method
• Usage rights: Licensed for retail listing use / Reference only / Confirm per agreement

Field 7.2 — Detail and Close-Up Shots

• Available: Yes / No
• Coverage: Which surfaces, features, or details are shot
• Resolution and format as above

Field 7.3 — Lifestyle or Context Images

• Available: Yes / No (many factories do not provide lifestyle images)
• If available: confirm whether images contain any branding that conflicts with your private label positioning

Field 7.4 — Demonstration Video

• Available: Yes / No
• VF Pleasure offers marketing assets including high-resolution product images and demonstration videos to support sales efforts
• If available: confirm format (MP4), resolution (1080p minimum), length, and whether factory branding appears in the video
• Usage rights: confirm before including in any listing or marketing

Field 7.5 — 3D Renders / CAD Images

• Available: Yes / No (available from some factories for custom designs)
• If available: file format, polygon count, intended use

Field 7.6 — Image Usage Rights Statement

• Explicit written confirmation from the supplier of whether images may be used in retail listings, advertising, and marketing under the buyer's brand
• Format: "Factory images may be used in retail listings and marketing under buyer's brand name" or equivalent written confirmation
• Who provides: Factory — request explicit written permission; do not assume

💡 Sally's note on images: At VF Pleasure, we provide high-resolution product images and promotional copywriting to support our clients' sales efforts. For private label clients, the usage rights follow the private label agreement — your brand's products on your channels, your marketing. For wholesale buyers using our catalog product images, confirm usage rights with your account manager. The principle is simple: ask explicitly, get the answer in writing, and keep it in your data sheet.

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The Product Data Sheet Template: Ready to Use

Below is the complete product data sheet template. Every field that requires supplier confirmation is marked. Every field that requires buyer input is marked. Fields that cannot be confirmed without physical measurement are marked "Pending — request from factory." Use this template for every new product before listing.

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WHOLESALE ADULT TOY PRODUCT DATA SHEET

Data Sheet Version: [1.0] | Date Created: [DATE] | Last Updated: [DATE]

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SECTION 1 — IDENTIFICATION

Field	Data	Source	Status
Factory model number		Factory	☐ Confirmed
Buyer SKU		Buyer	☐ Confirmed
UPC barcode		Buyer (GS1)	☐ Confirmed
EAN barcode		Buyer (GS1)	☐ Confirmed
Your brand product name		Buyer	☐ Confirmed
Colour/variant code (if applicable)		Both	☐ Confirmed

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SECTION 2 — PHYSICAL SPECIFICATIONS

Field	Data	Unit	Status
Bare unit dimensions (L × W × H)		mm	☐ Pending factory confirmation
Bare unit weight		g	☐ Pending factory confirmation
Retail packaged dimensions (L × W × H)		cm	☐ Pending factory confirmation
Retail packaged weight		g	☐ Pending factory confirmation
Master carton dimensions (L × W × H)		cm	☐ Pending factory confirmation
Master carton gross weight		kg	☐ Pending factory confirmation
Units per master carton		units	☐ Pending factory confirmation

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SECTION 3 — MATERIAL AND COMPLIANCE

Field	Data	Status
Body-contact surface material	Food-grade silicone (confirm grade)	☐ Pending factory confirmation
Structural component material	ABS plastic / other	☐ Pending factory confirmation
Country of origin		☐ Pending factory confirmation
CE compliant?	Yes / No	☐ Pending factory confirmation
RoHS compliant?	Yes / No	☐ Pending factory confirmation
Food-grade silicone test lab name		☐ Pending factory confirmation
Test standard (EN 71-3 / FDA 21 CFR / other)		☐ Pending factory confirmation
Waterproof rating	IPX6 / IPX7 / Not rated	☐ Pending factory confirmation
CA65 / Prop 65 status	Compliant / Warning required	☐ Pending factory confirmation
REACH SVHC compliant?	Yes / No	☐ Pending factory confirmation

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SECTION 4 — FUNCTIONAL SPECIFICATIONS

Field	Data	Status
Total vibration modes		☐ Pending factory confirmation
Additional function modes (suction, thrusting, etc.)		☐ Pending factory confirmation
Power source	Rechargeable / Battery	☐ Pending factory confirmation
Battery chemistry	Li-ion / Li-polymer / Alkaline	☐ Pending factory confirmation
Battery capacity (watt-hours)		Wh	☐ Pending factory confirmation
Charging interface	USB-C / USB-A / Magnetic	☐ Pending factory confirmation
Charging cable included?	Yes / No	☐ Pending factory confirmation
Run time per charge		minutes	☐ Pending factory confirmation
Charge time (0 to full)		minutes	☐ Pending factory confirmation
Wireless / app-controlled?	Yes / No — specify type	☐ Pending factory confirmation
Noise level claimed?	Yes (specify dB) / Not claimed	☐ Pending factory confirmation

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SECTION 5 — ACCESSORIES AND IN-BOX CONTENTS

Item	Included?	Details
Main product unit	Yes	Confirm packaging within box
Charging cable	☐ TBC	Type and length
User manual	☐ TBC	Languages
Warranty card	☐ TBC	Period and contact
Storage pouch	☐ TBC	Material
Other accessories	☐ TBC	List all items

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SECTION 6 — PACKAGING SPECIFICATIONS

Field	Data	Status
Retail box type and finish		☐ Pending confirmation
Retail box is discreet?	Yes / No	☐ Pending confirmation
CE mark on packaging?	Yes / No	☐ Pending confirmation
Prop 65 warning on packaging?	Yes / No	☐ Pending confirmation
Country of origin marked on box?	Yes / No	☐ Pending confirmation
Inner pack / polybag?	Yes / No	☐ Pending confirmation
Master carton material		☐ Pending confirmation

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SECTION 7 — IMAGE AND MARKETING ASSETS

Asset Type	Available?	Resolution	Usage Rights	Status
White background product photos	☐ TBC		☐ TBC	☐ Pending
Detail shots	☐ TBC		☐ TBC	☐ Pending
Lifestyle images	☐ TBC		☐ TBC	☐ Pending
Demonstration video	☐ TBC		☐ TBC	☐ Pending
Usage rights — written confirmation				☐ Required

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Conclusion

A completed product data sheet is the operational bridge between receiving a wholesale shipment and listing a product correctly across every channel your business uses. Every "Pending factory confirmation" field in the template above represents a question you need answered before that product goes live — not after a customer complains about incorrect specifications or a platform flags your listing for incomplete data.

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🚀 VF Pleasure Provides Data-Ready Product Specifications for Every SKU

At VF Pleasure, our marketing support includes high-resolution product images, demonstration videos, and promotional copywriting alongside full CE, RoHS, REACH, and CA65 compliance documentation per SKU. Food-grade silicone is our standard material for all body-contact surfaces — never medical-grade.

We support retail-ready product data by providing:

• ✅ Factory model number and full specification sheet per SKU on request
• ✅ Confirmed physical dimensions and weights for unit, packaged, and master carton
• ✅ Battery specification including watt-hour data for air freight hazmat declarations
• ✅ Food-grade silicone test reports from named accredited laboratories per batch
• ✅ High-resolution product images and demonstration videos for retail listing use
• ✅ Full compliance documentation — CE, RoHS, REACH, CA65 per SKU

👉 Request a Product Data Sheet + Samples from VF Pleasure →

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References & Source Notes