List of Essential Questions to Ask to Find a Reliable Garment Manufacturer
- Daphné Vulliez
- Nov 27, 2024
- 12 min read
Updated: Jan 26
When sourcing garment manufacturers, it's crucial to vet them carefully 🕵️♀️ to make sure they meet your quality standards, ethical guidelines, and can deliver on your business needs. So, I put together a list of essential questions to ask the factories and the criteria to look for in their answers before starting a partnership 🤝
QUESTION 1: What is your MOQ (Minimum Order Quantity)?
The first thing that you want to know before even considering going further with a factory is their quantity requirements:
How many pieces of each style (MOQ)?
How many pieces per style and per colour (MCQ)?
And sometimes even how many pieces per style and per size?
WHY DO YOU ASK?
You want to make sure that the factory' MOQs meet your production needs and storage capacities.
WHAT TO LOOK FOR?
Matching MOQs
MOQs' flexibility
Before contacting the factory you should know roughly the quantities that you can afford per style (we can help you with that) because if you have no idea and the factory comes back with a number, it won't mean anything to you and this could lead to a serie of misunderstanding.
If the factory' MOQs are within your range, this is a first green light ✅
Sometimes there is even room for negotiations; maybe the factory can drop their quantities for certain types of products or if you can offer some sort of guarantee that you will keep on coming back with new orders.
The best case scenario is when a factory can adapt to smaller and higher MOQs at the same time because it allows you to manage your current cash flow and inventory effectively without worrying about growing in the future.
Note: Keep in mind that the quantities will define your pricing and market positioning. The lower the quantities, the higher the costs which means that you will have to set higher retail prices if you want to turn a profit and this may put you in a market segment that is not suitable for your brand.
QUESTION 2: What type of fabrics and garments do you specialise in?
WHY DO YOU ASK?
You want to check if the factory can meet your demand - in size (MOQs) yes, and also in product type 👗👙👖👕🩳 - both initially and as your brand grows.
The reasoning behind this is that you want to be able to expand without having to switch factories which can be time and money consuming.
WHAT TO LOOK FOR?
Experience in your specific garment sector - like performance wear, denim wear, lingerie, etc..
Flexibility in handling various materials and garment types, mostly if your brand has a diverse product range.
Not all factories are created equal:
Some specialise in one specific type of fabric/product like denim wear 👖 for example. So if you are planning to include loungewear in your collection, they won’t be able to help you. You can ask them for a list of garments they can manufacture with denim; maybe they only do jeans which might be a problem for you in the long run if you want to expand your product category and sell denim skirts. The wider the denim product range they can offer, the better it is for you.
Some factories may be able to manufacture a large pool of casual and formal wear products in both woven and knitted fabrics. This is jackpot 🎰 because it gives you access to a wider variety of garments and fabrics. Ask for their full product line in the start so you know exactly what they can make for you now and in the long run.
You should note that the best option for you will depend on your brand's needs and growth strategy. Specialised garment manufacturers are great for quality and innovation whereas factories that manufacture different product categories are more convenient and generally more cost efficient.
Tip: when sourcing factories, try to have at least 2 or 3 that can provide the fabrics/products you need. This is to protect you from disruption and it can also give you an advantage to negotiate prices and lead times.
QUESTION 3: Do you provide samples before bulk production?
WHY DO YOU ASK?
You want to make sure that your designs go through a proper sample development process before the garments are being sent out for production. Without this you take the risk that your designs may not be translated accurately and that your garments end up having quality issues.
WHAT TO LOOK FOR?
Factory’ ability to provide and develop qualitative samples.
Clarity on sampling costs.
The factory should at least provide you with:
Fit/Proto Sample: these are 2 different types of samples and they can be combined to save some time and money. It is made in a fabric similar to your final fabric. Its purpose is to get the perfect fit and silhouette for your designs. Once approved it becomes the measurement reference sample throughout the whole sampling stage.
Pre-Production Sample: this sample is made with the exact fabrics and trims from the production line. Once tested and approved, it will become your reference sample for your production called 'gold sample'. This sample is crucial because it guarantees the product quality.
All these samples and any additional other sample type should be discussed with the factory in the start of the project for 2 reasons:
Sample development costings accuracy 💸
Don’t forget to check for potential additional costs like sample modifications cost for example.
Sample development duration 📆
Each sample will have to be scheduled in; make sure this does not affect your own timeline for your brand launch.
Tip: For your own financial planning, ask the factory if the sampling costs will be deducted from final or future orders.
QUESTION 4: What are your lead-time for sampling and production?
WHY DO YOU ASK?
You need to know how long it will take the factory to sample and manufacture your products to make sure they can meet your own timelines.
Tip: Always include buffer time as manufacturing is very unstable either because there is a delay coming from the dyeing mill, a quality control reject, additional sampling rounds etc… The best way is to add at least one week to each step from the moment you start sampling.
WHAT TO LOOK FOR?
Lead times that match your launch (including buffer time).
Factory’ ability to quicken orders dispatch if necessary.
Getting these standards lead-times from the factory is as important as letting them know when you expect the order to be delivered and making sure the delivery date appears in your tech packs. This way they can confirm if this timeline is manageable for them - in writing - and it will also serve as a reminder throughout the whole sampling and production process.
Once the lead-times have been confirmed, you can also ask the factory what procedures they have in place to ensure they deliver on time and what would happen in case of delay. This will give you a clear understanding of their commitment to timely delivery and how they handle delays.
QUESTION 5: What Quality Control systems do you have in place?
WHY DO YOU ASK?
You want to make sure that the products being manufactured meet your quality standards throughout the sample development and bulk production. This is crucial to keep a strong brand reputation.
WHAT TO LOOK FOR?
Frequent internal inspections: before, during and at the end of production (raw materials, garments assembly, stitching, etc...)
Final output reviews before shipping (finished garment inspections, fit and wear tests, packaging and labelling checks, order fulfilment, etc..)
Transparency through regular reporting and effective action plans for corrections.
You can also check if the factory has quality control certifications like ISO 9001 as it indicates that they have a proven QMS (quality management system) that is regularly audited for compliance and effectiveness.
That being said, not all factories perform very thorough inspections, so if you want to be extra safe you can hire a third party - like Intertek or Qima - to check over production. Note that it is quite expensive, so if you have a small budget it is not the best option for you; hence making sure that the factory you select is top notch and properly communicate your standards with them.
Tip: you can ask the factory for a Quality Control sample report in the start to get a better understanding of their internal inspection scope.
Whether you opt for a third party quality control during production or not, I would advise you do it before your goods get shipped to perform a pre-shipment inspection. This is an added safety measure in case the factory may have overlooked some issues. Believe me, you don't want to be paying for shipping and finding out later that your goods are wrong.
If you are not too sure about what needs to be checked/tested to get the best product quality, I have created a guide to quality control and quality assurance that you can access by clicking on the button below:
QUESTION 6: Do you have any industry certifications?
WHY DO YOU ASK?
You want to make sure that the factory meets the industry standards for quality, safety, workers’ rights, and environmental impacts. This is important for brands, particularly in the current climate where transparency, sustainability, and ethical practices are increasingly valued and regulated.
WHAT TO LOOK FOR?
Relevant certifications depending on what you are looking for (like ISO for quality, SA8000 for labor’ rights, Fair Trade for sustainability etc..).
Proper internal guidelines on labor and the environment.
Although certifications are a good starting point, they aren’t comprehensives so a certain amount of things need to be fact-checked such as:
Certification’ validity: check the dates - is it current?
Certification’ provenance: check that it has been issued by accredited certification bodies like Bureau Veritas, Intertek, etc…
Certification’ scope: check that it covers the specific products, processes, or materials you are concerned with. For example if you are producing organic cotton T-shirts for men, you need to make sure that the scope certificate says “men’s organic cotton T-shirt”.
This checking process is a bit technical and this is where you might need the help of an expert. The reason why you need to do these checks is because the content of these certifications have an impact on your brand’s integrity. You shouldn't be vague on your claims and you certainly can't claim something that is not true!
Note: Even though certifications provide peace of mind, they aren't always a deal-breaker, especially for small brands as they tend to increase the production prices. If a manufacturer isn’t certified, it does not necessarily mean they can't deliver on quality or meet ethical standards. Just focus on conducting your own checks, building trust, and making sure they meet your specific needs.
Whether the factory is certified or not, you may also want to check if they have clear policies related to labor, safety, environment and verify that they are actually enforced; whether through audits (internal or external), employee training, complaints systems, etc… without proof of enforcement, these written policies are just useless paperwork.
QUESTION 7: Can you share references or testimonials from past clients?
WHY DO YOU ASK?
You want to know if the factory has enough experience and what type of clients & industries they work with.
WHAT TO LOOK FOR?
Positives references (preferably in the same market segment as yours)
Testimonials with a focus on quality and reliability.
The factory should be able to share who they are working with, even if they have signed an NDA as this is generally just preventing them from sharing the designs. If they refuse, this may be a red flag as this could potentially mean that they don’t have satisfied clients or no client at all.
That being said, working with a factory startup is not all bad as they will generally be more flexible and prone to give you a special treatment (attention to details, competitive prices, etc..) but this also comes with risks related to the lack of experience, limited resources and stability in the long run.
This is a choice that only YOU can make once you have weighed the pros and cons ⚖️
QUESTION 8: Do you handle shipping and logistics or is that the client’s responsibility?
WHY DO YOU ASK?
You want to know who is responsible for the shipment of your products and make sure that it will be delivered on time and in good condition.
WHAT TO LOOK FOR?
Factory’ experience with international shipping and the additional costs involved.
The most used Incoterms in Fashion manufacturing are FOB, Ex-works, CIF and DDP. Being quoted in DDP (Delivery Duty Paid) is usually the best case scenario for newer and smaller brands as all duties and risks are managed by the factory until it reaches the brand’s warehouse.
This means that you just have to pay for bulk production - all costs included - and wait for the goods to be delivered at your door without having to lift a finger 👆
The second best Incoterms for smaller and newer brands is CIF (Cost, Insurance and Freight) which is like DDP but in this case the brand is responsible for what happens to the shipment once it is loaded on the ship.
FOB (Freight On Board) and Ex-works are generally better for larger brands with more experience in managing complex logistics, it also tends to be more advantageous in terms of shipping rates and scheduling flexibility.
QUESTION 9: What are your payment terms and conditions ?
WHY DO YOU ASK?
You want to plan your finances properly.
WHAT TO LOOK FOR?
Clear terms of payment.
Payment terms such as net 30 or net 60 days can affect your cash flow - longer payment terms is generally more favourable as it will give you more time to pay and allow you to use your funds for other 'pressing' operational costs.
For example, if you have terms of “20,000$, Net 30” it means that you have 30 days to pay for your order after it ships. This also means that your order will have to be under 20,000$ or you will have to prepay some of it.
You also need to know what are the factory deposit and progress payments for production as this will help you avoid liquidity issues.
The most common payment terms is 50/50 but if you can negotiate a lower deposit like 30/70 for example, it will give you a better leverage in case of delays or quality issues.
No matter what, do not pay for the whole production costs upfront!
QUESTION 10: How do you handle issues with order after delivery?
WHY DO YOU ASK?
You want to make sure that the factory will have your back even after the products have been delivered.
WHAT TO LOOK FOR?
Reactive after-sales service.
One specific contact for customer support.
If the factory does not have clear policies on handling defects or returns, you can negotiate terms that include quality clauses or returns policies to protect your brand financially.
BONUS QUESTION: What will my costs be?
(excluding sampling costs as this was already discussed in question 3)
WHY DO YOU ASK?
You want to plan your finances better and avoid hidden costs.
WHAT TO LOOK FOR?
pricing transparency.
potential additional costs.
Once you find a factory that you like, you will want to know how much they will charge to produce your collection:
because getting the costs upfront will help you budgetise better, mostly as brands generally release at least 2 collections per year which means that their budget has to be split accordingly.
because it will help you predict your margins and set your retail prices. This is extremely important because you need to make sure that your retail prices do not put you in a different market segment than the one you were targeting, while your margins are still good enough to help you make a decent profit.
Ideally you would want to know the costs for production, shipping, duties, and any additional fees but some of these costs, like shipping for example, may not be available right from the start as it depends on the weight which can only be confirmed once the samples have been made.
However, as soon as you send your tech packs, the factory will give you an estimate of production costs per product - which will be confirmed once the pre-production samples are completed. From this estimate, you already know whether you can afford production with this specific factory or not.
Another important thing to look for are hidden costs such as compliance costs (if you want your products to meet certain quality standards for example), sustainable sourcing costs (if you want to work with specific eco-friendly materials), etc… All these specificities need to be discussed with the factory and agreed on from the start.
CONCLUSION 🎉
I hope this series of questions will help you evaluate each factory and make an informed decision that aligns with your brand’s needs and values.
Keep in mind that the best way - even if it is not always possible - is still to go and visit the factory at least once so you get a better understanding of their production processes and ethics. It also shows a certain degree of commitment as while you are looking for a reliable partner, the factory is looking to make a connection with repeat clients.
Tip: If you ever pay them a visit, make sure you can check out the garment workers room, this is generally a good indicator on how they are being treated (which is an extremely important criteria for us as I am sure it is for you as well).
There is one more thing that I would like to add here, is to stay open-minded on your sourcing journey. Although there are certain things that should not be negotiated because it would go against your quality and ethical standards, your initial ideas may have to change slightly because it is not always possible to find the perfect factory that can make exactly what you want at the best price.
For example, you may have to increase your MOQ or change a fabric composition or maybe cancel custom dyes.
At the end of the day, this is also a negotiation process and this is a huge part of the work that we do here at ModaMinds Hub.
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