Guides
How to Write a Sourcing Brief That Gets You the Right Product, First Time
A practical checklist for retailers, interior designers and hotel teams: what to include in a sourcing or bespoke production brief, and why it matters.
The single biggest factor in how smoothly a sourcing project runs is not the maker, the material or the freight. It is the brief. A clear brief gets you accurate quotes, better samples and fewer surprises. A vague one leads to rounds of back-and-forth, missed deadlines and products that are almost, but not quite, right.
You do not need technical drawings to start. A photo, a sketch or a reference from a magazine is often enough. What matters is that the important decisions are written down.
1. What it is, and what it is for
Describe the product and where it will be used. A brass handle for a private home and one for a hotel corridor may look identical, but the second has to survive far heavier use. A throw for a retail shelf has different requirements from one used in a hotel bedroom.
2. References
Share anything that shows what you have in mind: photos, sketches, mood boards, links, or an existing piece you want matched or improved. Say what you like about each one. "The colour but not the shape" is genuinely useful information.
3. Size, material and finish
Give dimensions where you can, even approximate ones. Note any material you want or want to avoid, and the finish you expect. If exact sizes matter, for example fixing centres on hardware or a textile that must fit a specific bed, say so clearly.
4. Quantity
Tell us how many you need now and whether you expect to reorder. Quantity affects which makers are suitable, the unit price and the lead time. A one-off piece and a run of five hundred are very different projects.
5. Budget
A target price per piece, or an overall budget, helps match the brief to the right makers and materials from the start. It saves time on both sides and avoids samples that are beautiful but impossible to afford.
6. Timing
When do you need samples, and when must the finished pieces arrive? Include any fixed dates, such as a shop opening, a photo shoot or a hotel handover. Handmade production and international freight both take time, so the earlier we know, the more options there are.
7. Standards and compliance
Some projects have rules the product must meet: fire safety requirements for textiles and upholstery in commercial spaces, safety rules for children's products, or specific testing for retail. Flag these at the start, as they can change which makers and materials are suitable.
8. Delivery
Where should it go, and how? A studio, a warehouse or a project site each need different arrangements, especially for large or heavy pieces.
A quick checklist
- What it is and where it will be used
- References, with notes on what you like
- Dimensions, materials and finish
- Quantity now and in future
- Target budget
- Key dates
- Standards or compliance requirements
- Delivery address and access
What happens next
Once we have your brief, we come back with questions, shortlist options from our maker network and arrange samples. Nothing goes into production until you have approved a sample. Read more about how we work, or send us your brief today.
