| name | product-sourcing-brief |
| description | Writes product sourcing briefs with specifications, quality requirements, MOQs, supplier evaluation criteria, and negotiation guidelines. Use when finding manufacturers for a product. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
Product Sourcing Brief
When to Use This Skill
Use this skill when you need to:
- Write a detailed sourcing brief to send to manufacturers or suppliers
- Define product specifications and quality requirements for production
- Evaluate and compare multiple suppliers for a product
- Negotiate pricing, MOQs, and terms with manufacturers
DO NOT use this skill for product design, invention, or dropshipping supplier evaluation. This is for sourcing custom or private-label products from manufacturers.
Core Principle
THE MORE SPECIFIC YOUR SOURCING BRIEF, THE MORE ACCURATE YOUR QUOTES AND THE FEWER SURPRISES IN PRODUCTION — AMBIGUITY IN THE BRIEF BECOMES DEFECTS IN THE PRODUCT.
Phase 1: Brief
Required Inputs
| Input | What to Ask | Default |
|---|
| Product | "What product do you need manufactured?" | Must be provided |
| Specifications | "Describe dimensions, materials, colors, weight, and functionality." | Must be provided |
| Quantity | "How many units for the first order?" | 500-1,000 |
| Target cost | "What is your target cost per unit?" | Must be provided |
| Quality standard | "What quality level? (budget, mid-range, premium)" | Mid-range |
| Timeline | "When do you need products delivered?" | 8-12 weeks |
| Sourcing region | "Any preference? (domestic, China, Southeast Asia, Europe)" | Open to any |
| Certifications | "Any required certifications? (FDA, CE, UL, organic, etc.)" | None specific |
GATE: Confirm brief before creating the sourcing document.
Phase 2: Specify
Product Specification Document
Create a detailed spec sheet including:
- Product description — what it is and what it does
- Dimensions — exact measurements with tolerances (+/- acceptable range)
- Materials — specific materials required (grade, weight, composition)
- Color — Pantone codes or exact color references
- Finishing — surface treatment, coating, texture
- Packaging — inner packaging, outer carton, labeling requirements
- Functionality requirements — what it must do, stress tests, durability standards
- Compliance — certifications, testing requirements, restricted materials
Specification Table Format
| Attribute | Requirement | Tolerance |
|---|
| Length | 150mm | +/- 2mm |
| Width | 80mm | +/- 1mm |
| Weight | 250g | +/- 10g |
| Material | 304 Stainless Steel | No substitution |
| Color | Pantone 7547 C | Exact match |
GATE: Present the specification document for review and approval before sending to suppliers.
Phase 3: Build
Deliverables
1. Complete Sourcing Brief
- Product specifications (technical document)
- Quality requirements and inspection criteria
- Packaging and labeling specifications
- Compliance and certification requirements
- Target pricing and order quantity
2. Supplier Inquiry Template
- Professional introduction and product overview
- Specification attachment reference
- Questions to ask every supplier:
- MOQ and pricing tiers
- Lead time for samples and production
- Payment terms
- Quality control process
- Certifications held
- References from other clients
3. Supplier Comparison Matrix
| Criteria | Supplier A | Supplier B | Supplier C |
|---|
| Unit price | | | |
| MOQ | | | |
| Sample cost | | | |
| Lead time | | | |
| Certifications | | | |
| Communication | | | |
| References | | | |
4. Negotiation Guide
- Which terms are negotiable (price, MOQ, payment terms, lead time)
- Leverage points (volume commitment, exclusivity, long-term relationship)
- Walk-away thresholds for each term
- Common negotiation tactics and how to handle them
Phase 4: Polish
Pre-Production Checklist
Post-Production Review
After receiving the first order:
- Inspect random sample (5-10% of units)
- Document any defects with photos
- Calculate actual unit cost including shipping, duties, and inspection
- Score supplier performance and document for future reference
Example 1: Private Label Skincare Product
Specs: 50ml glass jar, frosted finish, bamboo lid, custom label with FDA-required text. Target: $3.50/unit at 1,000 qty. Sourcing from US or South Korean manufacturers with GMP certification.
Example 2: Custom Kitchen Tool
Specs: 304 stainless steel blade, BPA-free plastic handle, specific dimensions and weight. Target: $2.00/unit at 2,000 qty. Sourcing from Chinese manufacturers with FDA food-contact certification.
Anti-Patterns
- Vague specifications — "Make it nice" is not a spec. Exact dimensions, materials, and colors prevent production arguments.
- Skipping the sample — approving production without a physical sample is gambling with your entire order cost.
- Choosing the lowest bidder — the cheapest quote often means the most corners cut. Balance price with quality evidence.
- Paying 100% upfront — standard terms are 30% deposit, 70% before shipping. Never pay 100% before production.
- No inspection before shipment — once goods ship, your leverage disappears. Always inspect before final payment.
Recovery
- Quotes are all above budget: Reduce specifications (simpler packaging, different material), increase MOQ for better pricing, or adjust the target cost with revised margin calculations.
- No suppliers respond: Rework the inquiry to be more professional. Suppliers prioritize buyers who appear serious (clear specs, realistic quantities, professional communication).
- Sample does not match specifications: Document the deviations with photos, request corrections. If the supplier cannot hit spec on a sample, they will not hit it in production.
- First production order has defects: Negotiate a discount or replacement for defective units. Document everything and consider a different supplier for the next order.
