Why the brief matters
Most sourcing problems start with an incomplete brief: suppliers fill the gaps with their own assumptions, so quotes cannot be compared and the sample does not match what you had in mind. A short, structured brief avoids that.
The checklist
- Your business and market. Who you are, what you sell and where. It tells the supplier which standards and labelling apply.
- Product and intended use. For example: hotel bath towels for commercial laundering, or leather gloves for construction handling.
- Quantity. An approximate quantity per order and per colour or size, and whether this is a one-off or a repeat programme.
- Specification. Material, weight, size, construction and colour. Write “please advise” where you are unsure.
- Standards. Any standard your market or customer requires, for example EN 388, EN ISO 20471 or FIFA Quality.
- Branding. Labels, logos, colours and packaging, with artwork if you have it.
- Packing. Units per pack and per carton, barcodes and carton marks.
- Destination and Incoterm. Country and port, and whether you want FOB, CIF or another term; see FOB vs CIF.
- Timing. When you need samples and when you need the goods.
- Samples and references. Photos, a reference product or a previous specification sheet help more than any description.
Division-specific details
- Towels: sizes, GSM and tolerance, yarn, border, colour, absorbency and shrinkage. See importing hotel towels.
- Gloves: task and hazard, leather or coating, liner gauge, sizes and the EN 388 or ANSI levels needed. See EN 388 explained.
- Workwear: garment type, fabric and weight, standard and class, tape, sizes and logo print. See hi-vis classes.
- Footballs: size, construction, cover, bladder, panel design and artwork. See football construction.
Don’t have every answer?
Send what you know. Product, quantity and destination are enough to start; a good sourcing partner will come back with the specific questions that still need answers, before any price is given.
Our product brief form follows this checklist and adapts to each division.
Questions buyers ask
What is the minimum information needed for a quotation?
Product, approximate quantity and destination are enough to start the conversation. A firm quotation needs an agreed specification, Incoterm and packing.
Should I include a target price?
It can help a supplier suggest the right specification, but a price is only meaningful against a written specification. Share it if you are comfortable doing so.