Product Sourcing Brief

---
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:

1. **Product description** — what it is and what it does
2. **Dimensions** — exact measurements with tolerances (+/- acceptable range)
3. **Materials** — specific materials required (grade, weight, composition)
4. **Color** — Pantone codes or exact color references
5. **Finishing** — surface treatment, coating, texture
6. **Packaging** — inner packaging, outer carton, labeling requirements
7. **Functionality requirements** — what it must do, stress tests, durability standards
8. **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

- [ ] Sample approved in writing with signed specification
- [ ] Production timeline confirmed with milestones
- [ ] Payment terms agreed and documented
- [ ] Quality inspection arranged (pre-shipment inspection recommended)
- [ ] Shipping and logistics arranged (FOB, CIF, or DDP terms clarified)
- [ ] Contingency plan if production fails inspection

### 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.