Templates

Copy, adapt, use. Nothing here is legal advice; contracts should be reviewed by a lawyer before you sign one that involves real money.

First-contact email to a factory

Short, specific, and it makes clear you know what you’re asking for. Long enthusiastic emails get ignored.

Subject: Sneaker development enquiry — cemented low-top, 200–300 pairs

Hello,

My name is [name] and I’m developing a men’s low-top sneaker for a new brand based in [country].

Construction: cold cement, strobel lasted Bottom: open-mold cupsole, exploring mold [#] from [supplier] Upper: suede and canvas, approximately 10 pieces Sample size: US 9 / EU 42 First order: 200–300 pairs, one colourway, US 7–12 Target FOB: $30–38 Target delivery: [month]

I have a complete tech pack ready to share. Could you let me know:

  1. Do you produce this construction, and do you have or can you source this sole type?
  2. What is your MOQ per style and per colour?
  3. What is your development/sample charge and lead time?
  4. Would you consider a smaller first order to start a relationship?

Happy to arrange a call. Thank you for your time.

[name], [brand], [website/instagram], [phone]

First-contact email to a material or sole supplier

Subject: Catalogue request — open-mold cupsoles, small brand

Hello,

I’m developing a men’s low-top sneaker for a new brand in [country]. I’m looking for open-mold cupsole units in EU 40–46.

Could you send your current stock mold catalogue with mold numbers, available size ranges, materials, MOQs and indicative pricing at 200 and 500 pairs?

I’d also be grateful to know which assembly factories currently use your molds and would consider a small first order.

Thank you, [name], [brand]

Tech pack skeleton

Seventeen sections. Brand, style name, style code, version and date on every page.

01  Cover
02  Revision history
03  Line drawings — lateral, medial, top, bottom, front, back, dimensioned
04  Exploded / construction view
05  Construction spec — method, lasting, bonding, special processes
06  Last spec — name/number, supplier, sample size, matched sole
07  Sole spec — mold number, supplier, material, hardness, colour, stack, weight
08  Bill of Materials
09  Material callouts — numbered panels keyed to BOM
10  Colourways — one page each, all views
11  Stitching spec — seam type, rows, SPI, thread Tex and colour, per seam
12  Branding & artwork — files, sizes, positions from two datums, methods
13  Size & grading — size run, sample size, grade rules, size-specific specs
14  Labelling — origin, size, care, EU pictograms, barcode placement
15  Packaging — inner box, tissue, polybag, master carton, pack ratio, markings
16  Quality standards — defect list, AQL, required tests, acceptance criteria
17  Open questions — what you're asking the factory to advise on

BOM columns

Line # | Component | Placement | Material | Spec | Colour |
Supplier | Supplier ref | Consumption | Unit | Unit price |
Cost/pair | MOQ | Lead time | Notes

A first-shoe BOM has 35–60 lines. Include: every upper panel, every lining, backers, toe puff, counter, collar foam, tongue foam, strobel or board, sockliner, midsole, outsole, thread, adhesive, eyelets, laces, aglets, labels (brand, size, origin, care), box, tissue, polybag, master carton.

Cost sheet structure

  Upper materials                 $
+ Bottom unit                     $
+ Components & trims              $
+ Packaging                       $
= MATERIAL COST                   $      (target: 55–60% of FOB)
+ Direct labour                   $
+ Factory overhead                $
= FACTORY COST                    $
+ Factory margin                  $
= FOB                             $
+ Freight                         $
+ Insurance                       $
+ Duty                            $
+ Broker / entry fees             $
+ Inland freight                  $
= LANDED COST                     $
+ Fulfilment & payment fees       $
+ Returns provision               $
= DELIVERED COST                  $

Sample comment sheet

One row per issue. Photographs numbered and referenced. One PDF.

# | Photo ref | Location | Spec ref | Issue | Required correction | Priority

Priority values: Must fix / Should fix / Note only.

Factory vetting scorecard

Score each candidate 0–2 per line (0 = no/unknown, 1 = partial, 2 = confirmed).

IDENTITY
  Business licence provided and name matches bank account
  Physical address verified
  Live video floor-walk completed
  Bank account in company name (SCORE 0 = DISQUALIFY)

CAPABILITY
  Produces this construction type
  Can source/use the shortlisted sole
  Can obtain the matched last
  Capacity and line count disclosed
  Relevant specialty processes in house
  Verifiable brand reference provided
  Physical sample of their work received

COMMERCIAL
  MOQ in writing
  Quote against a specific tech pack version
  Development charge stated, credit terms clear
  Lead times in writing
  Payment terms acceptable
  Ownership of patterns/lasts/dies agreed

ETHICS
  Third-party audit report provided
  Will sign code of conduct
  Adhesive system disclosed
  Will provide material test certificates

RELATIONSHIP
  Named contact, <48h replies
  Asks technical questions back

Purchase order — required contents

PO number and date
Buyer (legal entity) and Seller (legal entity)
Reference: tech pack version and date
Style name, style code, colourway
Quantities by size (the size curve)
Unit price and total
Incoterm (e.g. FOB [port])
Currency
Delivery date (ex-factory)
Payment terms
Inspection clause  ← see below
Packaging spec reference
Labelling spec reference
Governing law

Inspection clause:

Balance payment of 70% is due against (a) a copy of the Bill of Lading and (b) a passed pre-shipment inspection report issued by [inspection company] at AQL 0/2.5/4.0, General Inspection Level II, conducted when production is at least 80% complete and packed. Buyer arranges and pays for the inspection. Goods failing inspection shall be reworked at Seller’s cost prior to shipment.

Manufacturing agreement — clauses to insist on

  • Ownership of IP: designs, artwork, patterns, lasts, dies and molds developed for Buyer remain Buyer’s property.
  • Exclusivity: Seller will not manufacture Buyer’s designs, or substantially similar products, for any third party.
  • Confidentiality: surviving termination.
  • Quality standard: goods to conform to the approved confirmation sample and the tech pack version referenced in the PO.
  • Remedies: rework, replacement or refund for non-conforming goods; who pays return freight.
  • Return of tooling and patterns on termination.
  • Subcontracting: requires Buyer’s written consent.
  • Compliance: Seller warrants compliance with applicable restricted-substance regulations and will provide certificates on request.

Have this reviewed by a lawyer.

Customer fit-feedback email (send 10–14 days after delivery)

Subject: How do they fit?

Hi [name],

Thanks for being one of the first people to buy a pair. I’m [name] — I designed these and I pack every order myself.

Three quick questions, and honest answers help more than kind ones:

  1. What size do you normally wear in [Brand A], [Brand B] and [Brand C]?
  2. How did ours fit — too small, true to size, or too large?
  3. Anything uncomfortable? Where exactly?

If the size isn’t right, reply and I’ll exchange them free.

[name]

Weekly build log entry

WEEK ##  |  dates

1. What I learned that contradicted what I assumed
2. Decisions made — and the option I rejected, and why
3. Open questions, and who I need to ask
4. Emails sent / replies received
5. Money spent this week / running total
6. What's blocking me