Better questions.
Better purchasing decisions.

PRACTICAL SOURCING GUIDE

A better product brief

A clear brief helps suppliers quote the same requirement. Start with these six things.

1. Product reference

Include a photo, link, sample or drawing. Identify the exact version you need.

2. Key specifications

List material, size, function, colour, finish and any required tolerance.

3. Quantity

Give quantities per style and colour, not only the total order size.

4. Branding and packaging

Explain logo, labelling, retail box and carton requirements.

5. Destination and timing

Share the delivery country, postcode and expected delivery date.

6. Budget and priorities

State your target price and what matters most: quality, lead time or cost.

PRACTICAL SOURCING GUIDE

Compare quotes with confidence

Two quotations can look similar while covering different products and services.

1. Make specifications match

Check materials, dimensions, functionality, packaging and quantities.

2. Separate cost items

Identify product, service, sample, inspection, packing and freight costs.

3. Read the delivery terms

Confirm the delivery point and whether customs, taxes and final delivery are included.

4. Confirm timing and validity

Note sample preparation, production lead time and the quotation expiry date.

5. Agree on changes

Clarify how supplier, material or packaging changes will be approved.

PRACTICAL SOURCING GUIDE

From sample to bulk order

A sample is most useful when the details behind the approval are recorded.

1. Document the approved sample

Record photos, dimensions, materials, colour and the supplier reference.

2. Write down any exceptions

List corrections or variations that must change before bulk production.

3. Confirm the packaging

Agree on individual packing, carton quantities, labels and protection.

4. Define the checks

Set the inspection scope and how differences will be recorded and handled.

5. Keep an approval trail

Retain the written specifications and sample approval with the order.