Start with how the product will be used, then attach a reference image, drawing or sample if available. An image communicates appearance, but dimensions, materials, finishing and use need a clear written explanation.
Organise your brief in six points 1. Product and intended use. 2. Dimensions, materials and important specifications. 3. Quantity and breakdown by size or colour. 4. Printing, branding or customisation. 5. Packaging and delivery destination. 6. Required date and whether a sample is needed first.
When quotations arrive, check that prices cover the same specifications, quantities and delivery scope. Record unclear items, such as sample, packaging or shipping costs, before selecting an offer.
If some details remain undecided, mark them as open to suggestions. This helps suppliers distinguish essential requirements from possible alternatives.