01
A reference image is a starting point
Two products can look similar and have different materials, dimensions and packing. If you ask three suppliers to quote from one photo, each may assume a different specification. You then have three prices, but no reliable comparison. A good brief makes the important details explicit and marks the details still open to discussion. It does not need to be a complicated document. A clear table, supporting photos and a few notes are usually a better starting point than a long message with changing requirements.
02
Describe the product and its use
Start with a product name, reference link and intended use. Include dimensions, material, finish and the features a customer will actually notice. For a bottle, capacity and lid type matter. For a tote, fabric weight, bag size and handle construction affect the quotation. If you are unsure about a specification, mark it as a question. Asking a supplier to recommend a material is more useful than silently leaving the material unspecified.
03
Separate requirements from preferences
Some details are essential. Others are preferences you can change if they make the order impractical. Divide your brief into must-have requirements and options to explore. For example, the product may need a defined capacity and a reliable closure, while the exact shade or packing construction can be discussed. This gives the supplier room to suggest alternatives without changing the function that matters to the buyer.
04
State quantity by version
A total quantity can hide several smaller production runs. If an order of 1,000 pieces contains five colours and two packing versions, the supplier needs that split to assess MOQ and setup costs. Ask for MOQ by colour, design and packaging where relevant. Add an expected reorder quantity if you have one, but keep the first order separate. A possible future volume should not be presented as a committed order.
05
Include the destination and packaging
Tell the supplier where the product will be sold and how it should be packed. The destination can affect labelling and the documents you need to review. Retail boxes, inserts and master cartons also affect cost and volume. Ask for packed dimensions, master-carton quantity and gross weight when comparing transport-sensitive items. If the product is fragile, the packing method is part of the specification.
06
Ask for the commercial breakdown
Request the product price at your quantity, sample cost, tooling or setup charges, production lead time and quotation validity. Ask which trade term and named location the quote uses. Keep freight and destination charges separate unless a comparable delivery scope has been agreed. This makes the quotation easier to review and helps reveal costs that would otherwise appear later.
07
Keep one approved version
After you choose a supplier, update the brief with sample revisions and artwork approvals. Give the approved document a version number and date. Record any remaining open questions before production. When a change is requested, check whether it affects price, MOQ, packing or timing. The same approved version should be used by the buyer, supplier and inspector.
WORKED EXAMPLE
Turn a photograph into a usable brief.
A reusable tote brief should describe more than a reference photograph. Fabric, finished size, gusset, handle drop, seam construction and packing all affect the quotation. Record the features that must match and the options suppliers can propose, so each response is based on the same buying requirements.
Reusable tote sourcing brief
Specify the intended promotion, finished width and height, gusset, fabric construction, handle length and logo position. Add the quantity per body colour and request separate packing options, such as bulk packing or an individual paper band. Include the destination and arrival window for shipment planning.
Mark fixed requirements clearly and identify the details you want suppliers to recommend. This gives you a useful basis for comparing materials, construction and cost without committing to an undecided specification.
MUST-HAVE OR OPEN TO OPTIONS?
Show where suppliers can propose alternatives.
Swipe across to read all columns →
| Brief item | Fixed requirement example | Open option example |
|---|---|---|
| Dimensions | Must fit the buyer’s existing shelf or gift box. | Supplier may propose a standard size with dimensions shown. |
| Material | Buyer has a documented requirement for the intended use. | Compare two clearly specified constructions. |
| Decoration | Use the approved logo and named print position. | Propose suitable methods with separate setup costs. |
| Packing | Include the required barcode and label location. | Compare sleeve, carton or bulk pack with measurements. |
| Timing | Arrival needed before an event; disclose the date. | Supplier proposes a feasible schedule and identifies assumptions. |
BEFORE YOU PRESS SEND
A short brief can still be complete.
Keep product references, quantities by version, destination, intended use and the most important specification in one message or worksheet. Add a named approval contact. Link artwork and references to a revision so the supplier knows which files to quote.
If you do not yet know a material or technical requirement, say so and ask for a comparison. A good brief separates facts, preferences and unanswered questions. That gives the sourcing discussion a starting point without implying approvals that have not been made.
YOUR WORKING CHECKLIST
Keep these details together.
- Product reference and intended use
- Dimensions, material and finish
- Quantity split by SKU, colour and pack
- Destination market and required arrival date
- Logo, retail packing and carton requirements
- Questions that still need a supplier answer