BuildTheDreamBrand

Sourcing & Manufacturing Kit

Evaluate fabrics, vet suppliers, plan production timelines, and protect your investment with proven frameworks.

By Bhavna Rishi
Build The Dream Brand
Fashion Brand Consultant & Founder Mentor
20+ years sourcing, designing and managing productions for museums, heritage brands, multi-retail stores & independent founders.

Section 1: Fabric Decision Matrix

Choosing the right fabric is one of the most consequential decisions you will make. This matrix helps you compare options side by side using the criteria that actually matter.

Fabric Comparison Table

Fabric Name	Weight (GSM)	Drape (Stiff / Medium / Fluid)	Cost per Metre	MOQ	Printability	Sustainability	Care
			£
			£
			£
			£
			£
			£

Fabric Scoring (Rate Each 1-5)

Fabric Name	Quality	Cost	Availability	Sustainability	Customer Appeal	Total /25

Fabric Swatch Log

Record details of every swatch you receive. Attach physical swatches to a separate swatch card and reference them here.

Swatch #	Supplier	Fabric Type	Composition	Colour	Price/m	Decision
1					£
2					£
3					£
4					£
5					£
6					£

Bhavna's Tip: Always order a full metre of fabric before committing to bulk. A small swatch cannot tell you how the fabric behaves when cut, sewn, washed, and worn. Test it properly.

Section 2: Supplier Vetting Scorecard

Not all manufacturers are created equal. Use this scorecard to objectively evaluate each potential supplier before placing an order.

Supplier Assessment (Score Each Criterion 1-5)

Supplier name:

Location:

Contact person:

Date assessed:

Criterion	Score (1-5)	Notes / Evidence
1. Communication speed & clarity
2. Sample quality
3. Price competitiveness
4. MOQ flexibility
5. Production lead time
6. Certifications / compliance
7. References / reputation
8. Willingness to do small first orders
TOTAL SCORE: _____ / 40

Scoring Guide:
32-40: Excellent — proceed with confidence
24-31: Good — proceed with clear expectations documented
16-23: Review — address weak areas before committing
Below 16: Replace — find an alternative supplier

Supplier Comparison Summary

Supplier	Score /40	Best For	Weakness	Decision

Section 3: 90-Day Production Timeline

Map out your entire production process week by week. This timeline assumes you already have approved samples and are moving into bulk production.

Week-by-Week Production Milestones

Week	Phase	Key Actions
1	Pre-Production	Confirm order with manufacturer, submit final tech packs
2	Pre-Production	Fabric booking confirmed, trims ordered
3	Pre-Production	Lab dips / strike-offs submitted for approval
4	Pre-Production	Lab dips approved, grading complete, marker layout done
5	Production	Fabric cutting begins
6	Production	Sewing / assembly in progress
7	Production	In-line QC check (visit factory or request photos)
8	Production	Sewing complete, finishing and pressing
9	QC & Packing	Final QC inspection, packing begins
10	QC & Packing	Packing complete, shipment ready
11	Shipping	Goods shipped (air / sea / road)
12	Receiving	Goods received, spot-check QC, inventory logged
13	Buffer	Contingency week for delays

Section 4: First Order Checklist

Before you place your first production order, make sure every item on this list is ticked. Missing even one can cause expensive problems.

Pre-Order Essentials

Final tech pack approved and sent to manufacturer
Sample approved in writing (signed sample approval form)
Fabric and trims confirmed, pricing agreed
Size grading complete and measurements verified
Labels designed and ordered (main, care, size)
Packaging specified (polybags, tissue, boxes, hang tags)
Payment terms agreed in writing (deposit %, balance terms)
Production timeline confirmed with key milestone dates
QC inspection points agreed (in-line and final)
Shipping method and costs confirmed
Import duties / taxes calculated (if applicable)
Insurance arranged for goods in transit

Section 5: Payment Structure Planner

Negotiate the right payment terms to protect your cash flow. Here are three common structures — choose the one that fits your situation.

Option A: Conservative (Lower Risk)

Stage	% of Total	Amount	When
Deposit	30%	£	On order confirmation
Mid-production	30%	£	After in-line QC approval
Balance	40%	£	After final QC, before shipping

Option B: Balanced (Most Common)

Stage	% of Total	Amount	When
Deposit	50%	£	On order confirmation
Balance	50%	£	Before shipping

Option C: Aggressive (Higher Trust Required)

Stage	% of Total	Amount	When
Deposit	30%	£	On order confirmation
Balance	70%	£	30 days after delivery

Your Chosen Payment Structure

Selected option:

Total order value: £

Deposit amount: £

Deposit due date:

Balance amount: £

Balance due date:

Section 6: Red Flags Checklist

These are warning signs from 20+ years of production management. If you see any of these, pause and investigate before proceeding.

Warning: Even one red flag is enough to delay an order. Two or more is a strong signal to find an alternative supplier.

Communication Red Flags

Takes more than 48 hours to reply to emails consistently
Avoids answering direct questions about pricing or timelines
Cannot provide references from current or past clients
Pressures you to commit before you are ready
Changes pricing after initial quote without explanation

Quality Red Flags

First sample quality is significantly below your tech pack specification
Refuses to do a second sample without additional payment
Cannot provide fabric test reports or certifications
Factory photos look unprofessional or are unavailable
Will not allow factory visit or video call walkthrough

Business Red Flags

No formal contract or terms of business offered
Requests 100% payment upfront
Cannot provide a registered business address
No clear cancellation or dispute resolution process
Claims to do everything (knits, wovens, leather, accessories) with no speciality

Red Flag Log

Supplier	Red Flag Observed	Date	Action Taken

"The cheapest manufacturer is almost never the best value. Pay a fair price, set clear expectations, and build a relationship. That is how you get great product." — Bhavna Rishi

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This template is part of the BuildTheDreamBrand Course. Not for circulation, copying, or resale.