How to write a product sourcing brief that suppliers can actually quote

Start with use, not a product name

Describe who receives the item, where it is used and what it must do. A “welcome bag” could be a simple paper carrier, a reusable textile bag or a water-resistant pouch. Those versions involve different factories, quantities and tests.

• Recipient and setting: patient, guest or passenger?
• Use: gift, daily essential or equipment to return?
• Desired lifespan: one use, a journey or repeated use?

Give the variables that change a quote

Provide an approximate order quantity and delivery country. Add dimensions, material preferences, contents, colors, decoration method and packaging if you know them. If you do not know a detail, mark it as open rather than guessing.

• Quantity range and any repeat-order plan
• Target size, contents and material feel
• Logo placement, colors, wording and packaging
• Delivery destination and ideal arrival date

Separate must-haves from options

Show which elements are fixed and which may change. For example, your brand color and cabin storage size may be mandatory, while the pouch fabric can be proposed by the supplier. Attach reference images, sketches or an existing product, and explain what you like and dislike about each.

• Mark critical dimensions and use requirements clearly.
• Ask for alternatives only where they would help.
• Request a physical customized sample before a bulk commitment.

What happens next

A clear brief leads to a proposed specification, artwork proof, sample and written quote. Review the physical sample against the brief before approving quantity production. Record changes in one agreed specification so the final order can be checked against the same reference.