A product sourcing checklist for your first factory order
Sourcing a product for the first time has a lot of steps that are easy to miss, like safety rules for your market, sample approval or who pays for freight. Tell your agent what you're making and it builds a sourcing checklist in the right order, with the compliance rules for your product and country looked up and linked.
The prompt
- Build a product sourcing checklist for [PRODUCT] that I want to manufacture in [SOURCING COUNTRY] and sell in [SELLING MARKET]. Go step by step from idea to goods in my warehouse: product spec sheet, which safety rules, labels and certifications apply to this product in my market (with links to official sources), finding and vetting suppliers, request for quote, samples and what to test, negotiating price and terms, contract and quality standards, pre-shipment inspection, packaging and labeling, freight and customs, and payment safety. Add my budget of [FIRST ORDER BUDGET] and timeline to each step. Deliver a Word checklist with tick boxes and a short Excel timeline.
What to change
- [PRODUCT]: What you want to make, e.g. "wooden baby teething toys" or "printed cotton tote bags".
- [SOURCING COUNTRY]: Where you plan to manufacture, e.g. "China", "India", "Vietnam" or "Portugal".
- [SELLING MARKET]: Where you'll sell, e.g. "the US", "the EU" or "the UK".
- [FIRST ORDER BUDGET]: Your total budget for the first order, e.g. "$5,000 including shipping".
Example result
- Example: printed cotton tote bags, made in India, sold in the EU
- 1. Spec sheet (week 1)
- • Size, fabric weight (e.g. 280 gsm canvas), handle length, stitching type
- • Print method, number of colors, Pantone references, artwork files
- • Target unit cost and order quantity
- 2. Compliance for the EU (week 1-2)
- • Textile fiber labeling (fiber content on a label)
- • REACH limits on restricted chemicals in dyes and prints: ask for test reports
- • Care label and country of origin if you want to state it
- • Product safety rules and your responsibilities as importer (links to the official EU pages)
- 3. Find and vet suppliers (week 2-3)
- • Shortlist 5 suppliers; check years in business, export experience and references
- • Ask for photos or a video call of the factory floor
- • Ask which certifications they hold (for example organic cotton standards if you claim it)
- 4. Quotes (week 3)
- • Send the same RFQ to every supplier: spec, quantity, Incoterm, deadline
- • Compare landed cost, not unit price
- 5. Samples (week 4-6)
- • Order samples from your top 2-3
- • Test: wash at 30C, load the handles, check print rubbing
- • Approve a "golden sample" and keep one signed copy
- 6. Order and contract (week 6-7)
- • Written PO with spec, price, quantity, deadline, quality standard and penalties
- • Payment: deposit (often 30%), balance after inspection
- 7. Production and inspection (week 7-11)
- • Mid-production photos
- • Pre-shipment inspection against the golden sample
- 8. Packaging, freight and customs (week 11-14)
- • Carton marks, barcodes, polybag warnings if needed
- • Freight forwarder quote, commodity code, duties, EORI number
- 9. Arrival
- • Count and spot-check on arrival; report defects within the agreed time
- Compliance rules change; confirm with the official sources linked and a customs broker.
How to do it with todo.is
- Copy the prompt and fill in your product, where it's made, where you sell and your budget.
- Paste it into todo.is on the Today screen or send it to your agent on WhatsApp.
- Your agent looks up the rules for your market and sends a Word checklist and Excel timeline.
- Reply with "write the RFQ email" or "what tests should I run on the samples?" to keep moving.
Tips for a better result
- Write the spec sheet before contacting any factory. Vague requests get vague quotes.
- Check compliance first. Some products, like kids' toys or cosmetics, need testing that changes your budget and timeline.
- Keep one approved golden sample and use it for the pre-shipment inspection.
- Set a weekly to-do so your agent asks you for updates and moves the timeline when a step slips.
product sourcing checklist: FAQ
- How long does product sourcing take? For a simple product, 2-4 months from first contact to goods arriving is common. Custom products, testing and sea freight add time.
- Do I need a pre-shipment inspection? For first orders it's strongly recommended. A third-party inspector checks quality and quantity before you pay the balance.
- What compliance rules apply to my product? It depends on the product and market. Your agent finds the main rules and links official sources, but for regulated products like toys, cosmetics or electronics, confirm with a compliance expert.
- Can todo.is contact suppliers for me? Your agent can draft RFQ emails and save them as Gmail drafts if Google is connected. It asks for your OK before sending.
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