How to Write a Clear Fashion Sourcing Request

01

Start with the intended product

Tell the Supplier what the material will become. The same description—such as lightweight cotton—can mean very different things for a shirt, a lining, a structured dress, or a washed workwear piece. End use helps the Supplier interpret the required weight, handle, durability, and finish.

02

Include the eight useful details

If a detail is unknown, say so and explain what can be flexible. Suppliers can often propose alternatives when they know which outcome matters.

• Material: fabric, leather, yarn, trim, hardware, finish, or service required
• Specification: composition, construction, thickness, weight, stretch, handle, or performance
• Colour and finish: exact requirement, reference, or acceptable alternatives
• Quantity: sampling amount and realistic estimate for production
• Location: preferred Supplier region and delivery destination
• Timing: date samples are needed and expected production window
• Standards: certification, testing, traceability, or compliance requirements
• Intended use: the product and relevant design context

03

Separate requirements from preferences

Use language such as must, preferred, open to alternatives, and not yet confirmed. A fixed certification requirement should not be buried beside a colour preference. Clear priorities increase the chance of receiving a technically relevant suggestion.

04

Use a specific, readable title

The title should identify the category and one or two defining qualities. Put the detailed requirement in the body rather than forcing every specification into the title.

• Good: Recycled nylon ripstop for lightweight outerwear
• Good: Small-batch brass hardware for leather handbags
• Good: UK embroidery service for 40-piece sampling run
• Too broad: Looking for fabrics
• Too broad: Need a manufacturer urgently

05

A complete sourcing Request example

This Request does not pretend every detail is final. It gives Suppliers the information required to check relevance and respond with comparable facts.

Example Request

Looking for a recycled nylon ripstop for lightweight unlined jackets. Preferred weight is 80–120 gsm with a dry handle and matte finish. Black is essential; dark navy is optional. We need 5–10 metres for development and expect an initial production quantity of approximately 250 metres. Suppliers in Europe are preferred for delivery to London. Please include composition, usable width, minimum order, price range, available certification, sample process, stock status, and lead time. Samples are needed by 15 October, with potential production in January.

06

Common mistakes to remove before publishing

• Using urgent without giving a real deadline
• Requesting sustainable material without defining the required evidence or outcome
• Leaving out quantity because it may be small
• Combining unrelated materials and services in one Request
• Asking for exact quotations before providing enough information
• Publishing confidential product information that is not needed for discovery

07

Respond and refine

A Request begins a conversation. Answer relevant questions, update the brief if a requirement changes, and close or archive the Request when the need is resolved. Suppliers are more likely to engage when the opportunity is current and the Designer communicates clearly.

Connect gives Designers a structured place to publish sourcing Requests and gives Suppliers a way to discover and respond to relevant needs. The quality of the result still depends on the quality of the information shared by both sides.