What to include in a sourcing brief for a Chinese factory

A useful sourcing brief gives a factory enough information to assess the work and identify questions. Explain who will use the product, where it will be sold and which functions matter. A reference photo alone leaves materials, construction and performance open to interpretation. Separate essential requirements from preferences, and label undecided items as open questions rather than filling gaps with assumptions.

List dimensions, materials, colours, finishes, accessories and packaging. Identify the drawing, reference sample or specification version behind each requirement. Where a tolerance or performance target matters, state how it will be assessed. If the factory may suggest an alternative, ask it to identify the difference and its effect on price, appearance or use before treating the alternative as part of the quotation.

Give the planned quantity for each model, colour and packaging version. Keep a firm order distinct from a possible repeat order or sales forecast. Ask how the minimum order quantity applies: to the total order, each model, each colour or a packaging run. If you need split deliveries, explain the quantity and requested timing for each shipment so the factory can assess the arrangement.

Quality expectations need a shared reference. Include appearance, assembly, function, labelling and packaging requirements, along with specific defects you cannot accept. Identify items that need sample approval or specialist testing. Where market requirements remain unresolved, list them for confirmation by a suitably qualified person. A general instruction to supply good quality does not tell the factory how the product will be accepted.

Specify the quotation currency, delivery location, packaging scope and costs you expect the supplier to include. Ask for samples, tooling, custom packaging, inspection and transport charges to be shown separately where applicable. A production estimate also needs a starting point: payment, approved samples and material availability may be relevant conditions. Keep your requested delivery date separate from the factory's confirmed production plan.

Send the same dated version to each candidate factory, with the supporting drawings, images and open questions. Check whether each quotation answers the brief before comparing prices. Update the specification when a requirement changes, then reconfirm any effect on cost or timing. XUANHEYI can help organise the brief and clarify factory responses; you retain approval of the product and the purchasing decision.