Sourcing 101: How to Find the Right Manufacturer and Prepare Like a Pro

If you’re building a fashion brand, finding the right manufacturer is one of the most important decisions you’ll make. It’s more than just choosing who will make your pieces—it’s about building a long-term relationship that aligns with your vision, quality expectations, and business goals. Whether you’re headed to China or researching from home, this guide will show you how to source like a pro and prepare before production even begins.

1. 

Know Your Product and Customer

Before you reach out to any manufacturer, get crystal clear on what you’re creating and who you’re creating it for. Are your pieces for working women who love polished classics? Are you designing vacation-ready looks for jet-setting fashionistas? The clearer you are about your customer, the better decisions you’ll make on fabrics, silhouettes, and price points—and the easier it will be to communicate your needs to manufacturers.

2. 

Build a Moodboard Before You Arrive in China

A well-organized moodboard is your visual cheat sheet. It should include:

• Inspirational photos
• Sample silhouettes
• Fabric textures and color palettes
• Keywords describing your brand aesthetic

Whether it’s physical or digital (like on Pinterest or Canva), your moodboard helps manufacturers instantly understand your vibe, which saves time and avoids miscommunication.

3. 

Decide How Many Pieces Will Be in Your Collection

Be strategic about your first drop. A good starting collection usually includes:

• 3–5 standout pieces
• 1–2 staple items
• 1 “hero” piece that tells your brand story

This focused approach helps you manage production costs and keeps your inventory tight. More importantly, it gives customers a clear snapshot of your brand.

4. 

Determine Your Starting Quantities

Manufacturers often ask, “How many units do you want per style?” Be prepared to start with small, manageable runs—usually 50 to 100 pieces per style for newer brands. Starting small allows you to test the market, gather feedback, and minimize risk.

5. 

Do Fabric Research Beforehand

Before hopping on a plane or jumping into sourcing meetings, do your homework. Visit department stores, local fabric shops, or even fabric markets in your city. Touch fabrics, test drapes, and take notes. This will give you a feel for quality and help you confidently communicate what you want when sourcing materials abroad.

6. 

Ask the Right Questions

Not all manufacturers are created equal. When interviewing factories, ask:

• What are your minimum order quantities (MOQs)?
• What is your average lead time?
• What is your sampling fee and timeline?
• Do you help with sourcing fabrics?
• What’s your quality control process?

Clear, direct questions show you’re serious—and help filter out suppliers who aren’t a fit.

7. 

Get a Minimum of 3 Quotes

Never settle for the first price. Get at least three quotes for each item and compare:

• Cost per piece
• Lead time
• Sampling costs
• Shipping options

This gives you a better understanding of market value and ensures you’re not overpaying or underestimating your budget.

8. 

Ask What Big Brands They Manufacture For

This is a great way to gauge their credibility and quality level. If they’ve worked with Zara, H&M, or niche luxury brands, they’re probably reliable and experienced. Don’t be afraid to ask for references or samples—they should be proud to show their work.

9. 

With Our Help, You Can Source Like a Pro

Sourcing doesn’t have to be overwhelming. With guidance, preparation, and a trusted sourcing partner, you can navigate the process with clarity and confidence. Whether you’re joining us on a China sourcing tour or working from home, we help fashion founders every step of the way—from finding reputable factories to negotiating the best deals.

Final Tip: Treat sourcing as the foundation of your business. When done right, it sets the tone for your brand’s quality, consistency, and customer satisfaction.

Want help sourcing your next collection in China or beyond? Let’s work together to bring your vision to life—like a pro.