How to Talk to Garment Manufacturers Professionally (A Complete Beginner-Friendly Guide for Clothing Brands)
Every clothing brand founder faces this moment.
You finally find a manufacturer… your heart beats faster… you send them your first message…
And then—silence, confusion, or a reply that makes you feel like you said something wrong.
If this sounds familiar, you’re not alone.
Most fashion entrepreneurs don’t struggle because they lack great ideas. They struggle because they don’t know how to communicate professionally with manufacturers.
Today, let’s fix that.
Why Talking to Manufacturers Feels Hard
Because manufacturers speak a different language.
- You think in designs, aesthetics, brand vision.
- They think in MOQ, GSM, sampling, lead time, costing, stitching types, tolerances, FOB pricing.
Both sides want the same thing, but misunderstandings kill deals.
This article will teach you how to speak the “manufacturer language” in a simple, friendly, global way — even if you’re a beginner.
By the end, you will know exactly what to say, how to say it, what information to share, and how to build trust.
1. Understand What Manufacturers Want (Your First Superpower)
Before learning what to say, understand what they care about.
From New Delhi to Dhaka, Los Angeles to Guangzhou, Istanbul to Ho Chi Minh City — every garment factory wants three things:
✅ Clarity
Clear details about what you want to produce.
✅ Consistency
Are you serious? Or just exploring? Are you likely to place real orders?
✅ Commitment
Even small manufacturers don’t want time-wasters. They value buyers who share correct information early.
If you give them these three things, the process becomes smooth, fast, and profitable for both sides.
2. Start With a Professional First Message
Your first message sets the tone.
A professional introduction instantly increases your chances of getting a reply.
Here’s a simple template you can copy:
Professional First Message Example
Subject: Apparel Production Inquiry – Women’s Oversized T-Shirts
Hello,
My name is [Your Name] and I run [Your Brand], a clothing brand based in [Country].
We are looking to develop a collection of women’s oversized t-shirts.
I would like to know:
- Your MOQ
- Sampling cost
- Production price range
- Available fabric options (cotton / cotton-lycra / 200 GSM +)
- Lead time for sampling and bulk
- Payment terms
I also have a tech pack ready for review.
Looking forward to your response.
Best regards,
[Name]
[Website/Instagram]
Even if you’re small, this kind of message makes you look serious and trustworthy.
3. Always Provide a Tech Pack (Your Most Important Weapon)
Manufacturers do NOT like guesswork.
A tech pack is your blueprint — it tells them everything clearly:
- Measurements
- Fabric details
- Stitching details
- Print/embroidery placement
- Trims
- Colorways
- Quantity breakdown
- Finishing instructions
- Packaging
Why Tech Packs Make Manufacturers Trust You:
- You look professional
- They can quote accurate pricing
- They avoid production mistakes
- Communication becomes 10x easier
At Tech Pack Genius, this is exactly what we help brands with — clear, supplier-ready tech packs even beginners can use.
Without a tech pack:
❌ Miscommunication
❌ Wrong samples
❌ Delayed production
❌ Higher costs
❌ Frustration for both sides
With a tech pack:
✅ Respect from manufacturers
✅ Smooth communication
✅ Faster sampling
✅ Accurate costing
✅ Higher quality control
4. Use the Right Vocabulary (Speak the Manufacturer Language)
Here are basic terms you must know:
MOQ
Minimum Order Quantity — lowest quantity they are willing to produce.
GSM
Weight of fabric. Higher GSM = thicker fabric.
Sampling
First version of your design.
Lead Time
Number of days required to finish a process.
FOB Price
Price including manufacturing + packing, delivered to port.
Tolerances
Small acceptable measurement deviations.
Using these terms makes you sound professional and avoid misunderstandings.
Example professional sentence:
“We prefer 180–200 GSM cotton interlock with 3–5% tolerance on garment measurements.”
That’s how global brands speak.
5. What Information to Share to Get Accurate Pricing
Manufacturers can’t give a price unless they know the details.
Here is what you must share:
1. Product Category
T-shirt / Hoodie / Joggers / Dresses / Sportswear etc.
2. Fabric Details
Composition, GSM, knit/woven type.
3. Quantity
Per style, per color.
4. Artwork Type
Screen print / DTG / sublimation / embroidery.
5. Sizes Needed
S to XXL, or custom.
6. Stitching Quality Expectations
Single needle, double needle, overlock, cover-stitch etc.
7. Packaging Requirements
Polybag, tag, sticker, barcode.
The more information you share, the faster they reply.
6. How to Negotiate Like a Professional
Negotiation isn’t about pushing the price down.
It’s about building a win-win relationship.
Tips for smart negotiation:
⭐ 1. Don’t negotiate before showing your tech pack
No tech pack = no accurate price.
⭐ 2. Ask for price breaks
“Can you share pricing for 100 pcs, 300 pcs, and 500 pcs per style?”
⭐ 3. Negotiate MOQs, not just pricing
Some factories allow mixed colors under one MOQ.
⭐ 4. Be respectful
Factories deal with hundreds of messages a week.
Kindness stands out.
Example:
“I appreciate your quick response. To make this feasible for us as a startup, could we explore a lower MOQ for the first order?”
⭐ 5. Build long-term trust
Manufacturers prioritize repeat customers.
7. Common Mistakes New Brand Owners Make
Here are 10 mistakes beginners make when talking to suppliers — avoid them at all costs:
- Asking for pricing without sharing details
- Not having a tech pack
- Asking “What’s your best price?” too early
- Changing requirements repeatedly
- Comparing factories unfairly
- Being rude when samples go wrong
- Not understanding fabric types
- Expecting luxury output at low-cost pricing
- Sending casual messages like “hey bro” or “hi dear”
- Disappearing after receiving a quote
Professionalism = respect + clarity + consistency.
8. Real-Life Example: How Global Brands Communicate
Example 1 – A US athleisure startup
They shared:
- Tech pack
- Size chart
- Fabric choice: 280 GSM brushed fleece
- Qty: 150 pcs per colour
- Branding: puff print
Result:
They received a quote in 24 hours and sample in 7 days.
Example 2 – A UK sustainable fashion brand
They shared:
- Mood board
- ECO fabric requirement
- Packaging checklist
- Sample reference images
- Compliance requirements
Result:
Factory treated them like a serious buyer and offered lower MOQ.
Example 3 – An Indian streetwear brand
They sent a WhatsApp message saying “bhai price kya hoga?”
No details.
No tech pack.
No professionalism.
Result:
They were ignored.
9. How to Build a Long-Term Relationship With Manufacturers
To survive in fashion, you need one thing:
A reliable manufacturer who grows with your brand.
Do these:
- Pay on time
- Give feedback politely
- Don’t change tech pack after sampling
- Appreciate their effort
- Stay consistent with orders
- Visit the factory if possible
A strong supplier relationship is an asset — not an expense.
10. Sample Professional Dialogue (Copy-Paste Ready)
Asking for Sampling Timeline
“Could you please share the sampling lead time for this style after we submit the fabric approval and tech pack?”
Providing Feedback
“Thank you for the sample. The overall construction looks good.
Small changes needed:
- Sleeve length +1 cm
- Print size 15% bigger
- Neck rib tighter
Attaching annotated photos for clarity.”
Closing the Deal
“We approve the final sample. Please proceed with bulk production as per the agreed timeline and quantity.”
This is exactly how high-end brands talk to factories.
11. Quick Checklist Before Messaging a Manufacturer
Must Prepare:
- ✔ Tech Pack
- ✔ Size Chart
- ✔ Order Quantity
- ✔ Fabric Specs
- ✔ Reference Images
- ✔ Timeline
- ✔ Shipping Country
Must Ask:
- ✔ MOQ
- ✔ Sampling cost
- ✔ Bulk cost
- ✔ Payment terms
- ✔ Lead times
- ✔ Fabric availability
- ✔ Quality standards
Must Avoid:
- ❌ Vague messages
- ❌ Rushing the process
- ❌ Over-negotiating
- ❌ Unrealistic expectations
Conclusion: Speak Like a Professional, Build Like a CEO
Talking to garment manufacturers is not scary.
You just need clarity, confidence, and professionalism.
The moment you start speaking the right language, everything changes:
- Manufacturers take you seriously
- Prices become clearer
- Samples improve
- Production becomes smoother
- Your brand looks professional
If you want to build a global clothing brand, mastering communication with manufacturers is non-negotiable.
And the first step to professional communication is always the same:
👉 Get a proper tech pack ready.
Manufacturers respect it.
Brands grow because of it.
And your journey becomes 10x easier.
FAQs
1. Do I need a tech pack before talking to manufacturers?
Yes. A tech pack is the single most important document for accurate pricing and professional communication.
2. How do I ask a manufacturer for MOQ?
Just ask:
“Could you please share your MOQ per style and per color?”
3. Can I negotiate pricing as a small startup?
Yes, but politely. Always share details first, then request price breaks.
4. What should I do if a manufacturer doesn’t reply?
Follow up after 48 hours. If still no reply, move on.
Communication reflects reliability.
5. How can I check if a manufacturer is trustworthy?
Request references, check Instagram, ask for factory videos, and do a small trial order.
6. What is the fastest way to get accurate costing?
Provide your tech pack + quantity + fabric details in the first message.
7. How do I avoid production mistakes?
Use a detailed tech pack, get pre-production samples, and approve everything in writing.