How to prepare a sourcing brief

A useful sourcing brief makes your priorities clear. It gives a supplier enough information to review the opportunity and identify the questions that need an answer before a proposal can take shape.

Start with the product and its purpose

Describe what you want to buy and how it will be used. Include materials, dimensions, colors, finishes, or performance requirements that matter. A reference link can help explain a direction; a written specification makes the details easier to evaluate. Identify which features are essential and where you are open to alternatives.

Make quantity and timing concrete

State the quantity and its unit: pieces, sets, cartons, or another clear measure. Separate an initial order from a possible repeat requirement. If you have a delivery target, say whether it is a preferred date or a fixed business deadline. Sampling, specification changes, production, and transit each need consideration.

Explain the destination and expectations

Include the destination country and, when known, the city or port. Describe packaging, labeling, private-label, and documentation needs. A target budget is helpful when it has a currency and a clear scope; indicate whether it covers the product alone or other costs as well.

Leave room for the right questions

A first brief does not need to settle every detail. It should make the next conversation more productive. Ask what evidence, samples, and project-specific documents would help you evaluate a potential partner. The U.S. Commercial Service recommends reviewing company history, references, and the ability to meet particular requirements. Read its guidance on evaluating business partners.

Artindia's requirements form is a place to begin. Share the details you know, flag the decisions still open, and keep confidential designs or sensitive documents for an agreed channel.