The Pre-Send Sourcing Checklist

Manufacturers need specific details before they'll quote you. Run through this checklist before every new supplier outreach and stop sending emails that don't get replies.

What's Inside

Sourcing Email Pre-Send Checklist

Before contacting a supplier, organize the key information manufacturers need to evaluate a project. Providing clear and accurate details upfront demonstrates professionalism, reduces unnecessary back-and-forth, and helps suppliers respond faster.

Product Category & Garment Type

Factories specialize in different categories. Identifying your garment type helps the supplier determine if the project fits their capabilities.

Activewear manufacturers may not have the skill set or machinery for structured tailoring
Sweater manufacturers have very specialized machines
Denim factories have very specialized machinery and workflows
Lingerie and intimates manufacturers work with delicate fabrics and construction techniques not found in more generalized apparel factories

Estimated Quantities

Manufacturers set minimum order quantities (MOQs) based on their production setup. Knowing your estimated quantity helps them assess if the order is worth quoting.

Many factories have MOQs of 300–500 units per style
Small-batch manufacturers may accept 50–100 units at a higher price per unit
Sharing a quantity range (not a firm number) is enough at the inquiry stage

Target Price Range

Giving a target price per unit helps manufacturers quickly determine if the order is feasible for them without going through a full costing exercise.

Be realistic — the market rate for a basic T-shirt is very different from a structured blazer
Include any cost constraints you have (e.g. duty, shipping, target retail margin)

Fabric & Material Specifications

The more specific you are, the faster you'll get an accurate quote. Vague requests lead to back-and-forth that delays production timelines.

Fiber content: 80% cotton / 20% polyester
Weight: 200 GSM jersey
Finish: pre-washed, enzyme-treated
Color: Pantone reference or physical swatch

Timeline & Delivery

Factories plan capacity weeks in advance. A clear timeline helps them tell you whether they can fit your order — and flag conflicts early.

Sample deadline: when you need it
Bulk production start: your target date
Delivery: domestic warehouse or international port

Shipping Destination

Your shipping destination affects logistics costs, lead times, and whether the factory has experience with import/export regulations for your market.

Specify country and nearest port or warehouse city
Note if you need DDP (Delivered Duty Paid) or EXW (Ex Works) terms

Sustainability & Certification Requirements

If your brand has sustainability commitments or retail partners require certifications, this must be disclosed upfront — not after sampling.

GOTS, OEKO-TEX Standard 100, Bluesign, Fairtrade
Factory compliance audits (SA8000, WRAP, BSCI)
Deadstock or certified recycled materials only

Pro Tips for Stronger Outreach

A well-organized first email signals professionalism and significantly improves your response rate.

Attach a tech pack or sketch — even a rough one helps
Keep the initial email to one page
Follow up exactly once after 5 business days if no reply
If you're a first-time buyer, mention your growth plans — factories want partners, not one-off clients

Who it's for

Emerging designers, small brand founders, and product developers who want to communicate professionally with suppliers — and actually get responses.

What you get

8 sections with explanations and examples
Instant PDF download
Printable & digital format
Free, no credit card required

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