Product Specifications: What to Send a Chinese Supplier

Before asking Chinese suppliers for a final quotation, describe the product well enough for them to quote the same thing. Include the model, material, size, accessories, quantity and packaging. Mark anything you have not decided yet as a question.

A photo can start the discussion. The written specification is what helps you explain the details that a photo cannot show.

Begin with the product you actually want

If you have a link, identify the exact variant. If you only have a picture, explain the features that matter and whether a similar product would be acceptable.

For example, a storage container enquiry should make clear whether the lid, seal and dividers are included. If size or material matters to the purchase, add those requirements before comparing prices.

Part of the brief	What to write
Product	Name, model, link or reference photos
Materials and size	Requirements you know; questions for anything undecided
Contents	Parts, accessories and units in each set
Appearance	Colour, finish, artwork and logo position if needed
Packing	Individual boxes, protection, labels and carton requirements
Order	Quantity, variants and delivery destination
Checks	What you need to confirm before accepting the goods

Keep the document simple enough that you and the supplier can both use it. Do not add technical limits you cannot explain; ask for help where specialist input is needed.

Ask suppliers to confirm the same brief

Send one version of the specification to each supplier. Ask them to point out differences, substitutions and items excluded from the quotation.

Compare those answers before comparing the unit prices. One quote may include accessories that another leaves out, or assume different packaging. Clarify the difference rather than assuming the cheaper line covers the same product.

Alibaba.com’s buyer guidance also tells buyers to review the quality requirements recorded in its online order. That guidance concerns Alibaba.com orders; do not assume the same platform terms apply to another purchase.

Connect the specification to the sample

Put the document name or version on your sample request. When you approve the sample, record what is accepted and which details still need changing.

If the supplier proposes another material, accessory or finish, ask for the proposal in writing. Decide whether it is acceptable before the change becomes part of the production order.

At this stage	Check	Keep a record of
Quotation	Did the supplier respond to the same requirements?	Confirmed brief and any exceptions
Sample	Does the agreed version match what you requested?	Photos, observations and your decision
Change	Have you agreed to the proposed difference?	Revised document and written approval
Production order	Is everyone using the final version?	The reference used in the order
Pre-shipment review	Do the inspection instructions cover what matters?	Report and open questions before release

Make repeat orders easier to explain

For a repeat purchase, send the approved version again and ask whether the supplier proposes any changes. Refer to the sample where useful, but do not rely on “same as last time” as the entire instruction.

Technical or regulated products may need additional drawings, tests or destination-specific documents. Raise those requirements before placing the order.

Before you approve the purchase

Check that the product, included parts, packaging, quantities and acceptance requirements are clear. Keep the commercial terms with the specification and agree the pre-shipment inspection you need.

A clear brief gives you a better basis for asking questions and comparing offers. It does not replace a suitable agreement or specialist advice about your product.

Need help with your order?

Send us your product link or photos, the quantity you want and your delivery country and city. Tell us if you need samples, product photos, a factory visit, inspection or help combining supplier orders. If you know the packed weight and dimensions, include them too. We can discuss the work and confirm the price before you decide. Contact us on WhatsApp or Telegram.