WHOLESALE · SAMPLES AND QUOTATIONS

Wholesale fabric enquiries: what should you prepare?

A few clear details help the supplier search in the right direction and ensure both parties are discussing the same fabric.

Woven fabric swatches, a measuring tape and notes for preparing a quotation request
Illustrative sample set and information to prepare for a wholesale fabric enquiry.

You do not need to know every technical specification before making a fabric enquiry. A clear description of the product and expected quantity will help the discussion move forward. If you already have an approved sample, drawing or customer requirement sheet, include it for comparison.

Checklist to send the supplier

  1. Planned garment: for example, shirts, trousers, dresses, uniforms or another product; describe the shape and intended use.
  2. Material: cotton, viscose, polyester or a blend; if unsure, describe the desired feel and surface.
  3. Reference sample: well-lit photographs, a previous fabric code, a physical sample or approved specifications. Explain which features need to match.
  4. Specifications: composition, usable width, weight, colour, weave and finishing requirements. Include units where available.
  5. Quantity: the amount needed for this order and expected reorders; ask how quantities are calculated, how the fabric is packed and the minimum order for each item.
  6. Timing: expected sample approval date, required delivery date and delivery location so availability can be assessed.
  7. Quality requirements: agree on shrinkage, colourfastness, fabric defects, tolerances or required tests before ordering.

Ask for a quotation with sufficient details

A quotation should refer to an agreed sample and set of specifications. When receiving it, confirm composition, width and weight, pricing unit, colour, stock status, minimum quantity, delivery time, inspection procedure and quotation validity. These conditions may vary by item and time, so ask directly before ordering.

If comparing several suppliers, send the same requirements to each one. Comparing on the same basis helps avoid selecting two different samples simply because their material or trade names are alike.

Example enquiry message

Hello Lâm Anh, we are looking for fabric to make [product]. Our preferred material is [cotton / viscose / polyester / not yet decided]. We have attached [photographs or a reference sample]. Our requirements are [colour, width, weight or surface requirements]. Expected quantity: [amount and unit]. We need the fabric around [date]. Please advise on suitable samples, specifications, minimum order quantity and a quotation. Thank you!

Providing the details you already know is enough to start. If the material or specifications are still undecided, describe the product and your most important requirement; Lâm Anh can discuss the remaining details with you.

This article is a general enquiry checklist. Minimum quantities, prices, stock, delivery timing and terms must be confirmed by Lâm Anh for each item.