1. Define the product before comparing prices
A reference photograph is a useful starting point, but it is not a complete specification. Identify the intended silhouette, size range, fabric composition or performance requirement, lining, padding, hardware, colour, print, labels and packaging. If an element is still open, record it as a decision to be confirmed rather than allowing an assumption to become part of the order.
2. Make sample approval measurable
Agree what the sample is intended to approve: appearance, fit, construction, colour, material, branding, or all of these. Record requested revisions in writing and identify the final approved sample or specification. Bulk production should follow that agreed reference.
3. Confirm the commercial framework
The written quotation should state the order quantity, size and colour breakdown, unit basis, sampling charges, payment stages, production estimate, packing basis and quotation validity. Minimum quantities can vary by style, fabric, colour and branding method, so confirm what the quoted minimum actually covers.
4. Agree quality checkpoints
Quality expectations should connect to the approved sample and written specifications. Confirm when checks take place, who performs them, what evidence is produced, how non-conformities are handled and whether an independent pre-shipment inspection is required.
5. Match documentation to the actual requirement
Company documents, production-facility certificates and product-specific test reports are not interchangeable. Ask who owns each document, what site, material or product it covers, when it expires and whether the destination market or retailer requires a particular test or declaration.
6. Define shipping responsibility
Record the agreed delivery term, dispatch point, transport method, document responsibilities and who pays each stage of freight, insurance, duties and local charges. Air freight, sea freight and express courier serve different priorities; the buyer should select the method after reviewing cost, timing and shipment size.
Final order check
- Product specification and approved sample are identifiable.
- Quantity, price basis, payment and timing are written.
- Quality checks and inspection responsibility are defined.
- Required material, testing and shipping documents are listed.
- Changes require written agreement from both sides.
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