| 1 | Define the fiber content precisely | 100% cotton, cotton/polyester blend, recycled cotton, or organic cotton; specify tolerance and test method. | Fiber-content tolerance is commonly stated at approximately ±3 percentage points, subject to the agreed standard. | Basic conventional cotton fabric: about US$1.20–3.50/kg; certified or recycled content may add 5%–25%. | Usually 25–45 days after approval of specifications and deposit. | Calculate: fabric price + inland transport + export handling + freight + insurance + import duty + taxes. | FOB is suitable when the buyer controls international freight; use CIF when a delivered freight quote is preferred. |
| 2 | Match weight and construction to the end use | Confirm GSM, width, yarn count, weave or knit construction, and usable width after finishing. | Common apparel cotton fabrics range from approximately 90–220 GSM; usable width often ranges from 145–180 cm. | Lightweight fabric typically uses less material per garment but may require stricter quality control; heavier fabric can increase garment material cost by 20%–60%. | Stock-supported constructions: 10–20 days; custom constructions: 30–50 days. | A higher GSM increases shipment weight. Recalculate freight using the expected kilograms per roll and total order volume. | Write GSM and usable width into the purchase order, including an agreed tolerance such as ±5%. |
| 3 | Request complete pre-production samples | Ask for a lab dip, hand loom, strike-off, or 1–3 meter sample showing color, finish, shrinkage, and hand feel. | Sample preparation commonly takes 5–12 working days; courier delivery may take another 3–7 days. | Sample and courier charges are often US$30–150, depending on the number of colors and destination. | Add sample approval time to the production schedule; late approval can shift the shipment date by the same number of days. | Include sample freight in development cost rather than treating it as part of the bulk fabric price. | Require written approval of the final sample before bulk production starts. |
| 4 | Check colorfastness and performance tests | Specify washing, rubbing, perspiration, lightfastness, pilling, tear strength, tensile strength, and dimensional stability requirements. | A practical apparel requirement may include colorfastness to washing and rubbing at approximately Grade 3–4 or higher, depending on the product. | Independent laboratory testing commonly costs about US$100–500 per test package. | Testing generally adds 3–10 working days; corrective dyeing or finishing may add 7–20 days. | Budget for testing, possible rework, and inspection before booking the final shipment. | List the test standard, acceptance level, and responsibility for testing fees in the contract. |
| 5 | Measure shrinkage before calculating consumption | Confirm lengthwise and widthwise shrinkage after the buyer's intended washing or finishing process. | Untreated cotton may shrink more; sanforized or pre-shrunk fabric is often specified at approximately 3% or less, subject to construction. | A fabric with poor dimensional stability can increase cutting consumption and claims by approximately 2%–8%. | Pre-shrinking, compacting, or additional finishing may add 3–10 days. | Use post-finish usable width and weight when estimating container capacity and landed cost. | Set an agreed shrinkage limit and define the remedy for out-of-tolerance goods. |
| 6 | Compare quotations on the same basis | Compare the same fiber content, GSM, width, finish, packing method, quantity, currency, and Incoterm. | For mid-weight dyed cotton fabric, indicative offers may fall around US$1.80–4.50 per meter, depending on specification and volume. | A quotation difference of US$0.10/m equals US$10,000 on a 100,000-meter order. | Confirm whether the quoted lead time starts from order placement, deposit receipt, or sample approval. | Do not compare EXW, FOB, CIF, and DDP prices directly without adding the missing logistics and import costs. | Request a commercial quotation with validity period, minimum order quantity, packing details, and Incoterm. |
| 7 | Calculate the full landed cost | Include product cost, packaging, inspection, inland transport, freight, insurance, duty, customs fees, taxes, and destination delivery. | A useful formula is: Landed cost = product value + origin charges + freight + insurance + duty + import fees + domestic delivery. | For many shipments, logistics and import-related charges can add approximately 8%–30% to the product value, depending on route and order size. | Allow 3–10 days for origin handling and customs clearance in addition to transit time. | Indicative ocean freight is route-dependent; obtain a current freight quote based on actual shipment weight, volume, and port pair. | Use FCA or FOB for transparent cost control; use DDP only when importer-of-record responsibilities are clearly understood. |
| 8 | Plan shipping by volume, weight, and urgency | Confirm roll length, roll diameter, carton or bale dimensions, gross weight, net weight, and total cubic meters. | Sea freight is generally more economical for larger orders; air freight is faster but substantially more expensive per kilogram. | Air freight can be several times the cost of ocean freight; use it mainly for samples, urgent replenishment, or small high-value shipments. | Typical ocean transit is approximately 20–45 days; air transit is often 3–10 days, excluding customs. | Add a schedule buffer of 7–14 days for port congestion, transshipment, weather, and customs variability. | Choose the freight mode before confirming the required ex-factory date and delivery deadline. |
| 9 | Negotiate quantity, minimums, and payment terms | Confirm MOQ per color and construction, price breaks, overage or shortage tolerance, deposit, balance, and currency. | Custom dyed or printed fabrics commonly require higher MOQs; a practical planning range may be 500–3,000 meters per color. | Larger quantities can reduce processing and setup costs, while small orders may carry surcharges of approximately 5%–20%. | Production starts after the agreed deposit and all technical approvals are received. | Payment timing affects working capital; retain enough balance for inspection, freight, duty, and customs clearance. | A common structure is 30% deposit and 70% balance against agreed shipping documents, subject to negotiation and risk assessment. |
| 10 | Use independent inspection and clear claim terms | Inspect shade, GSM, width, roll length, appearance, defects, packing, and documentation before shipment. | Inspection may use a recognized sampling plan such as AQL 2.5 for major defects, if agreed by both parties. | Pre-shipment inspection commonly costs approximately US$250–600 per man-day, plus travel or laboratory fees where applicable. | Book inspection 3–7 days before the planned shipment date to allow time for corrective action. | Require commercial invoice, packing list, certificate of origin where needed, test reports, and transport documents. | Define inspection rights, defect classification, claim period, replacement or credit procedure, and responsibility for return freight. |
