Most production problems don't start on the factory floor. They start in an email — or in the absence of one.
A vague brief, an unanswered question, an assumption that "they'll figure it out" — these communication gaps are how you end up with wrong fabric, misplaced prints, off-spec measurements, and bulk orders that bear no resemblance to what you envisioned.
This guide gives you a practical communication framework and ready-to-use templates for every key stage of the manufacturing process.
The Golden Rules of Factory Communication
- Be specific, not vague. "Soft and premium" tells a factory nothing. "240GSM combed cotton, pre-shrunk" tells them everything.
- One topic per message. Long emails with multiple questions often result in only the first question being answered.
- Use visuals whenever possible. A photo, diagram, or annotated reference image communicates faster and more accurately than written description alone.
- Confirm everything in writing. Even decisions made on a video call should be followed up with a written summary: "As agreed on our call today: fabric weight 240GSM, chest measurement 24 inches, delivery by March 15."
- Respond promptly. Every day you delay replying to a factory is a day added to your production timeline.
Stage 1: The First Inquiry Email
Your first email determines whether the factory will prioritise you or ignore you. Most first-time founders write emails that are too vague and too short.
What NOT to write:
"Hi, I want to make some t-shirts. How much does it cost?"
Use this template instead:
Subject: Custom T-Shirt Production Inquiry — [Brand Name]
Hi [Factory Name],
My name is [Name], founder of [Brand], a streetwear label based in [Country]. We are looking for a long-term manufacturing partner for our upcoming collection.
Project overview:
- Product: Oversized heavyweight t-shirts, custom cut & sew
- Fabric spec: 260GSM, 100% combed cotton, single jersey
- Quantity: 3 styles × 100 pieces each for first order; scaling to 300+ per style from Q3
- Decoration: Front screen print (2 colours) + left chest embroidery
- Timeline: Sample within 3 weeks; bulk delivery by [date]
Could you confirm your MOQ, sampling lead time and cost, and whether you have experience with oversized fits and puff print?
Thank you,
[Name] | [Brand] | [Website/Instagram]
Stage 2: Communicating Your Design Brief
Once a factory responds positively, your next step is providing a clear brief. This is where most founders under-deliver.
A complete design brief includes:
- Front and back sketch or reference image (annotated with measurements if possible)
- Fabric specification: weight (GSM), composition, texture reference
- Exact measurements for your base size (with note: "graded to full size run XS–XXL")
- Pantone colour codes for all colours
- Decoration placement diagrams with dimensions
- Label requirements: neck label, care label, side label
- Packaging requirements
Template for sending your design brief:
Hi [Name],
Thank you for your reply. Please find attached our tech pack and design reference for Style 001.
Key points to note:
- Fabric: 260GSM combed cotton — please use this exact weight, not a substitute
- Fit: Oversized boxy — the chest measurement for size M is 24 inches (not standard fit)
- Print: Front graphic is screen print, 3 colours. Pantone references are in the tech pack.
- Please confirm receipt and let me know if anything in the tech pack is unclear before starting the sample.
Please send us a quote including: sample cost, sample lead time, bulk unit price for 100 pieces, and bulk lead time.
Thank you,
[Name]
Stage 3: Giving Sample Feedback
When your sample arrives, your feedback needs to be specific and actionable. Vague feedback (“it doesn't look right”) leads to guesswork in the next round. Specific feedback leads to correct revisions.
Sample feedback framework:
| Issue | Vague (don't say this) | Specific (say this instead) |
|---|---|---|
| Fabric | "The fabric feels wrong" | "The fabric feels too thin. Please increase to 260GSM as specified. Current sample feels closer to 200GSM." |
| Colour | "The colour is off" | "The black is appearing as dark charcoal. Please match Pantone Black C exactly." |
| Fit | "It's too tight" | "Chest width measures 22 inches; please increase to 24 inches as per the size spec." |
| "The print doesn't look right" | "The front graphic is positioned 2 inches too high. Please move down so the top of the graphic sits 4 inches below the neckline seam." | |
| Construction | "The stitching looks bad" | "The side seam stitch density appears lower than specified. Please use 8 stitches per inch as per the tech pack." |
Sample feedback email template:
Hi [Name],
Thank you for sending the sample. I have reviewed it carefully. Please see my feedback below for Round 2:
Issues to correct:
- Chest width: Currently 22". Please increase to 24" as per size spec (page 3 of tech pack).
- Fabric weight: Feels lighter than specified 260GSM. Please confirm fabric used and revert to spec.
- Print placement: Front graphic is 2" too high. Move down so top of graphic = 4" from neckline.
What's correct and should not change:
- Neckline construction — excellent
- Hem and cuffs — correct
- Embroidery on left chest — perfect placement and quality
Please confirm receipt of this feedback and estimated turnaround for Round 2 sample.
Thank you,
[Name]
Stage 4: Confirming Bulk Production
Before bulk production begins, confirm everything in a single written message that serves as your production agreement summary:
Hi [Name],
We are ready to confirm bulk production for Style 001. Please confirm the following details before we transfer the deposit:
- Style: Style 001 Oversized Tee
- Quantity: 100 pieces (size breakdown: 10 XS / 20 S / 30 M / 25 L / 15 XL)
- Colourway: Black (Pantone Black C) and White (Pantone 11-0601 TCX)
- Approved sample date: [Date] — bulk must match this approved sample exactly
- Bulk lead time: [X] weeks from deposit receipt
- Payment terms: 30% deposit now, 70% balance after final inspection and before shipment
- Pre-production sample: Please send 1 PPS at start of production for our approval before full run
Please confirm all of the above and provide payment details for the deposit.
Thank you,
[Name]
Communication Tools That Help
| Tool | Best Used For |
|---|---|
| WhatsApp / WeChat | Quick questions, sharing photos, real-time updates |
| Formal agreements, tech pack sharing, written record of decisions | |
| Video call (Zoom / Google Meet) | Relationship building, complex discussions, sample review walkthroughs |
| Google Drive / Dropbox | Sharing large files: tech packs, artwork, reference images |
| Notion / Trello | Project tracking, production stage checklist |
Work With Storiginator
At Storiginator, every client gets a dedicated English-speaking project manager and a structured communication process. We use Notion to keep all project details, timelines, and feedback in one place — no more lost emails or forgotten changes. Start your project with us today.
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