How to prepare a China sourcing brief: a practical checklist

A sourcing enquiry is easier to evaluate when it describes the product, commercial expectations and intended destination in one place. The same brief should be used for every supplier so that differences between quotations reflect the offer, rather than different interpretations of the request.

What should a China sourcing brief include?

At minimum, include a product description, materials or specifications, expected order quantity, destination market, target budget, delivery timeframe and any packaging or compliance requirements. Reference photographs help communicate appearance, but they should accompany measurable specifications.

• Product: describe the intended use, materials, dimensions, finish and required performance.
• Quantity: state an initial order quantity, quantity per variant and any expected repeat orders. Keep forecasts separate from confirmed orders.
• Destination: identify the country where the product will be sold or used and the planned delivery location.
• Budget: specify currency, an indicative range and whether it covers the product alone or also freight and other costs.
• Timing: explain when the products are required and whether design development or sample approval must happen first.

Separate essential requirements from preferences

Label requirements as mandatory, preferred or open to alternatives. A fixed material grade, approved safety requirement or essential dimension should not be treated in the same way as a preferred color or optional package finish. Ask suppliers to identify any deviations explicitly.

For example, an enquiry for packaging may specify the internal dimensions, load requirements and destination market as essential, while allowing suppliers to propose alternative finishes. The brief should state how an alternative will be reviewed before it is accepted.

Request quotations on a consistent basis

Ask each supplier to quote against the same specification revision, quantity, packaging scope and delivery basis. Record the unit price, minimum order quantity, sample cost, tooling cost where relevant, quoted lead time, payment terms and quotation validity. Identify items excluded from the price.

Where an Incoterms® rule is used, specify the rule, named place and edition. A product price alone does not establish the total landed cost. Freight, insurance, import duties, taxes and destination charges may need separate assessment depending on the transaction. For definitions, consult the International Chamber of Commerce’s Incoterms resources.

Identify compliance requirements before ordering

Requirements vary by product and destination. Specify applicable regulations or standards when known, and state which test reports, labeling information or supporting documents will be reviewed. A supplier’s document should be checked for its scope, model coverage, issuing organization and relevance to the intended market.

Supplier statements and sample approval do not by themselves establish compliance. Buyers should confirm applicable obligations with the relevant market authorities, qualified advisers or testing bodies before making a commitment. For example, the U.S. Consumer Product Safety Commission’s business resources explain requirements for products within its remit; they are not a universal checklist for every product.

Define sample and approval checkpoints

Explain what the sample must demonstrate, who will approve it and how comments will be recorded. Distinguish a material sample, prototype and production sample where these serve different purposes. Record approved specifications and agreed changes in writing.

A useful sequence is to confirm the specification, assess supplier proposals, approve the relevant sample, agree the purchase terms and establish production or inspection checkpoints. The sequence should be adapted to the product and project rather than treated as a guarantee of quality.

How can a sourcing partner use this brief?

A sourcing partner can use the brief to identify potential suppliers, request comparable quotations, clarify deviations and coordinate sample discussions. The buyer should retain approval over specifications, supplier selection and commercial commitments. The agreed service scope should document responsibilities and any activities handled by third parties.

Our procurement services cover supplier sourcing and evaluation, order coordination and export planning. To begin, submit a sourcing enquiry with the information currently available; unresolved details can be clarified before quotations are requested.

Common questions

Can I submit a brief before every specification is final?

Yes. Identify which details remain undecided and whether suppliers may suggest alternatives. A preliminary quotation should be treated as indicative until the relevant specification and scope are confirmed.

Should I include a target price?

A budget range can help assess feasibility. State the currency and included cost items so that the target is not confused with a delivered or landed price.

Are reference photographs enough to obtain a firm quotation?

They are useful starting points, but may omit materials, dimensions, tolerances and functional requirements. A firm quotation usually requires these details and an agreed commercial scope.