What to Include in a China Sourcing Brief: A Checklist for Small Brands

1. Explain the Product Use, References, and Dimensions

Describe who will use the product, where it will be used, and the problem it should solve. Include reference photos, sketches, or links, with notes identifying the features you want to match and the details you want to change. A photo alone does not specify construction or performance.

Give dimensions with units, preferably millimeters, and identify critical fit points. If you do not know a tolerance, mark it to be confirmed and ask the supplier what its process can achieve. Describe key functions with checks where possible: what must fit, close, hold, or withstand, and under what conditions.

2. Separate Required Materials and Finishes From Preferences

List materials by component, including the grade or specification when known. Describe the surface finish: texture, gloss, coating, plating, or other treatment. Explain which properties matter, such as appearance, durability, or cleaning requirements.

Label each item must meet or flexible preference. A finish that matches your brand may be flexible; a dimension needed to fit another part may be essential. Ask suppliers to quote acceptable alternatives separately and explain their effects on function, price, MOQ, and timing. Require written approval before substitutions.

3. State First-Order Quantities and Reorder Estimates

Give the initial total and the split by model, size, and color. Share a realistic reorder estimate and time window, clearly marked as a forecast rather than a purchase commitment.

Confirm MOQ, unit price, and customization conditions separately. A listed MOQ may cover a stock item while your logo, custom color, or printed box requires a different minimum. Ask whether minimums apply per variant and whether tooling, setup fees, or unused packaging purchases are required. Request quantity-tier prices using the same specification.

4. Define Your Target Price and What It Includes

State your target in a named currency and tie it to a quantity and configuration. Explain whether it includes logo application, individual packaging, or other extras. If you only know your total budget, say so and ask for an itemized proposal.

Ask the supplier to state the trade term and named place, and list included and excluded costs. Separate the product unit price from samples, tooling, setup, testing, freight, and any applicable duties or taxes. “USD per unit” without a cost scope is not enough to compare offers. Do not assume a quote includes delivery to your U.S. address.

5. Give the Delivery Destination, Deadline, and Sample Plan

Provide the delivery country, city, and postal code, and say whether your date means arrival at your address or readiness to ship from the factory. Identify a fixed launch deadline or an acceptable delivery window.

Specify whether you need a stock, customized, or pre-production sample, how many, and what it must demonstrate. Ask for sample fees, courier charges, revision costs, and lead times separately. Allow time for review and revisions before production. Ask when the production lead time starts, then account for transport and clearance before treating an arrival date as workable.

6. Describe Logo, Colors, Retail Packaging, and Labels

Include logo artwork when available, placement, dimensions, and a preferred printing or application method. Identify color references and whether stocked colors are acceptable; arrange physical color approval if appearance is critical.

Describe the retail box or bag, inserts, protective packing, and any shipping-carton constraints. List label text, language, placement, barcodes, and artwork status. Ask suppliers to flag technical constraints and minimums. Confirm the final label requirements for your product and market before approving artwork; do not assume a supplier’s standard label covers your needs.

7. Explain Use-Specific Requirements and Request Relevant Evidence

If the product will contact food, say which parts make contact and describe the expected food types, temperatures, contact duration, repeated use, and cleaning conditions. For other uses that need specific checks, describe those conditions just as clearly.

Ask the supplier to identify the proposed material, grade, components, and product model, and provide available supporting documents and test reports. Check which material or model was tested, the test conditions, date, and issuing laboratory. A report for a different model or use may not support your product.

A material name is not proof of compliance. Keep documentation review and any additional testing as explicit decisions before ordering. Supplier documents are inputs to that review; they do not by themselves establish that the finished product meets every requirement in your sales market.

8. Mark Uncertain Details “To Be Confirmed”

You do not need every answer before making an inquiry. Use to be confirmed for open details, explain acceptable alternatives, and ask suppliers to make their assumptions visible. For example: “Retail box artwork: to be confirmed. A plain stock box with our label is acceptable for the first order; please quote it separately.”

Track each open decision with an owner and expected confirmation date. Number your brief versions and ask candidates to reprice the same version after meaningful changes. Confirm unresolved specifications, costs, and acceptance criteria in writing before approving samples or placing an order.

9. Copy and Adapt This English Sourcing Brief

Select and copy the text below into an email or document. Replace the brackets, attach your references, and mark anything still undecided as “to be confirmed.” Remove items that do not apply.

Subject: Sourcing inquiry — [product name] — [first-order quantity]

Brand / contact: [name, website if available, contact person, email]
Brief version / date: [version and date]
Sales market: [United States / other markets]

1. PRODUCT
Product and intended use: [who uses it, where, and how]
Reference images / links: [attach or link; explain what to match and change]
Dimensions and units: [L × W × H; critical tolerances or to be confirmed]
Key functions and acceptance criteria: [measurable requirements]

2. MATERIALS AND FINISHES
Must meet: [material grade / component / finish / performance]
Flexible preferences: [preferred material or finish]
Acceptable alternatives: [options; quote separately for approval]
No substitutions without our written approval.

3. QUANTITIES
First order: [total units and units per model / size / color]
Possible reorders: [estimated units and timing; forecast only, not a commitment]
Please confirm separately: MOQ per variant, unit price at each quantity,
and conditions / minimums for logo, custom colors, tooling, and packaging.

4. PRICE
Target: [USD per unit at stated quantity]
Target includes: [product / logo / retail packaging / other]
Target excludes or is to be confirmed: [freight / duties / taxes / other]
Please state currency, trade term and named place, quote validity,
included packaging, and excluded costs. Itemize samples, tooling,
setup, testing, and shipping where applicable.

5. DELIVERY AND SAMPLES
Destination: [country, city, postal code; address to be confirmed if needed]
Desired arrival date: [date; fixed deadline or flexible window]
Sample needed: [stock / customized / pre-production; quantity]
Sample must demonstrate: [features, materials, logo, packaging]
Please confirm sample fee, courier cost, revision cost, sample lead time,
and production lead time after sample approval and agreed payment.

6. BRANDING AND PACKAGING
Logo: [artwork status, size, position, preferred application method]
Colors: [color reference / stocked colors acceptable / to be confirmed]
Retail packaging: [format, dimensions, artwork, inserts, protection]
Labels: [required text, language, placement, barcodes, artwork status]
Shipping cartons: [requirements or request supplier proposal]

7. USE-SPECIFIC DOCUMENTATION
Relevant use conditions: [e.g., food contact, food types, temperature,
contact duration, repeated use, cleaning; or not applicable]
Please identify the proposed material / grade, components, and model.
Provide available supporting documents and test reports identifying
the tested material / model, test conditions, date, and issuing laboratory.
Documentation review / additional testing: [to be confirmed]

8. OPEN QUESTIONS AND ALTERNATIVES
To be confirmed: [decision, owner, and expected confirmation date]
Acceptable alternatives: [options and constraints]
Please list assumptions, deviations, and alternatives separately.

Please reply against this brief version. Flag anything you cannot meet
and explain how each proposed alternative changes price, MOQ, and timing.

Before sending, check that your quantities add up, every dimension has a unit, and your target price has a clear scope. Ask each supplier to identify deviations rather than replying only with a price. That makes the next conversation more useful.