Identify every style and approved reference
Use one stable style number for each garment and identify the sample or specification approved for production. The purchase order, technical pack, color reference and packing list should use the same style number so the factory and buyer can trace every decision.
If the order includes a modified collection style, list the approved changes rather than relying on earlier messages. State whether the reference is a physical sample, dated technical file, confirmed photograph or another controlled document.
- Buyer and factory style numbers
- Approved sample or document revision
- Product name and category
- Confirmed customization notes
- Buyer approval contact
Confirm quantity by color and four sizes
List the quantity for every style, color and size rather than providing only an order total. Harmony Gowns’ standard minimum is 30 pieces per color, distributed across four sizes, and each color should have its own confirmed four-size breakdown.
Check that row totals, color totals and the complete order quantity agree. Use the buyer’s approved size chart and identify the measurement standard or graded specification that applies to the order.
- Quantity for each style
- Quantity for each color
- Four-size ratio by color
- Approved size chart
- Verified line and order totals
Lock materials, color and workmanship
Identify the approved outer fabric, lining, support materials, lace, appliqué, beads, sequins, zippers and other trims required by the style. Use swatch codes, supplier references, color standards or approved sample references that both teams can recognize.
Record important workmanship requirements such as corsetry, boning, draping, decoration placement, closure type, hem finish and measurement tolerance. Require buyer approval before a material or construction substitution is used in production.
Add labels, packaging and carton instructions
Attach the approved artwork and placement instructions for brand, size, care, fiber-content and country-of-origin labels. The importer or brand should confirm the requirements for the destination market before labels are produced.
Specify hangtags, polybags or garment bags, hangers, tissue, warning information, carton assortment, carton marks and any retailer-specific packing rules. Packing quantities should reconcile with the style, color and size breakdown on the order.
- Approved label artwork and position
- Hangtag and packaging specification
- Units per carton or assortment
- Carton dimensions or weight limits when required
- Shipping marks and destination details
Set approvals, timing and commercial terms
State which samples, materials, colors, labels or packaging items still require approval and who can authorize each one. Separate the planned production schedule from the buyer’s required in-market date, allowing for final inspection, packing, transport, customs and receiving.
The purchase order should match the agreed currency, unit price, payment milestones, delivery term and named shipping point. Any price or timeline condition should be documented clearly enough for both parties to identify when it applies.
- Outstanding approvals and owners
- Production completion target
- Required shipping and in-market dates
- Currency and agreed unit price
- Payment and delivery terms
Complete a final cross-check before confirmation
Compare the purchase order with the latest quotation, approved sample, technical information and labeling and packing files. Resolve conflicts before production begins, then retain the confirmed version and record later changes through dated written amendments.
A clean order handoff reduces avoidable questions, but it does not replace production updates and quality control. Agree on the reporting schedule, inspection reference and shipment documents at the same time the order is confirmed.
- Quotation and purchase-order match
- Approved specification attached
- Totals and dates verified
- Change-control method agreed
- Quality and shipment records identified