How to Launch Bulk Production with a Sportswear Manufacturer: Preparation Checklist & Timeline Breakdown
Before initiating bulk production with a sportswear manufacturer, the quality of communication and documentation provided by the brand directly influences production efficiency, cost control and product consistency. Even after the prototype sample (PP sample) is approved, many brands experience delays due to incomplete preparation. As a manufacturer, we recommend that brands finalise the following details before officially launching the bulk order to ensure smooth execution and accurate product delivery.
1. Essential documents and specifications to prepare before contacting the manufacturer
Once the PP sample is approved, the following information should be ready to allow the manufacturer to open the ERP production order and start material sourcing and scheduling:
✔ Final approved PP sample (with revisions applied)
-If feasible, approve two sizes (e.g., M and L) to ensure sizing consistency.
-Note areas with sensitive processes such as heat bonding, laser perforation or logo positioning.
✔ Full size chart with tolerance range
-Include critical points and construction notes.
-For any reinforced or heat-treated areas, add visual annotations.
✔ Bulk quantities and size breakdown
-Ideally confirm by size and colour to support accurate fabric purchasing.
-If using multiple colourways, provide a projected quantity split.
✔ Logo/printing/branding artwork
-Must be provided in vector format (AI or PDF) with Pantone colour reference and positioning guide.
-For 3D silicone or reflective finishes, specify temperature limitations.
✔ Packaging and shipping requirements
-Detail hang tags, wash labels, branded packaging or retail-ready packaging.
-Confirm shipping mode (air/sea/courier).
✔ Target delivery date and acceptable timeline window
-This allows the factory to optimize scheduling and avoid peak production conflicts.
2. Understanding the standard bulk production timeline
Based on our standard manufacturing flow, the typical production lead time is as follows:
⏱ Standard order: 30–35 days
⏱ VIP / priority scheduling: 25–30 days (excluding special process treatments)
Process breakdown:
1️⃣ Deposit received → ERP production order created (0.5 day).
2️⃣ New order → Purchase order in ERP → Fabric sourcing → Production scheduling.
Restock order → PP sample reconfirmation + size chart submission.
3️⃣ Fabric arrival → Cutting → Sewing (~5 days).
4️⃣ Logo printing / heat treatment (~6 days).
5️⃣ Full garment production (~15 days).
6️⃣ QC inspection and packing (~3 days).
7️⃣ Balance payment and shipping release.
If additional treatments such as laser ventilation or complex bonding are included, allow extra 3–5 days for stability testing.
3. Common issues and how to avoid delays
| Issue | Impact | Recommended approach |
| Size ratio not confirmed in time | Fabric sourcing delay | Confirm immediately after sample approval |
| Artwork not provided in vector format | Rework on final output | Always use AI/PDF with Pantone codes |
| Packaging undefined | Unexpected cost or timeline impact | Confirm before order placement |
Late PP sample approval | Missing production slot | Discuss scheduling right after sample approval |
Shipping method unclear | No buffer time | Define early for air vs sea freight |
4. Recommendations based on brand type
-Brands launching seasonal collections: Pre-plan fabric procurement to avoid peak scheduling delays.
-Brands placing rapid restock orders: Can follow the "Restock Order" workflow for faster processing.
-Custom performance or engineered styles: Ensure technical feasibility and heat tolerance testing at sample stage.
-E-commerce brands: Confirm packaging and labeling (SKU/UPC) requirements early.
5. Final advice from the manufacturer
To ensure high accuracy and on-time bulk delivery, we recommend that brands:
✔ Clearly specify desired lead time and order quantity early
✔ Provide size breakdown and fabric colour confirmation immediately after PP approval
✔ Submit artwork, construction parameters and packaging instructions in one complete batch
✔ For complex garments, confirm functionality testing during sampling to avoid production-stage changes
Bulk production is not simply a continuation of sampling. It is a structured collaboration process. The more complete the preparation, the higher the production efficiency and the closer the result matches the approved sample.
If you would like a full bulk order preparation checklist, scheduling optimisation proposal based on your launch deadline, contact us and we'll assist according to your brand development plan.
