It is not a quotation
Every commercial field in the workbook is written as a value to be confirmed. MOQ, sampling fees, lead times and payment terms are settled per project in the written quotation, not by a template.
Resources · Buyer toolkit
Working sheets that turn a style description into a brief a factory can quote.
A complete brief prevents most sourcing delays. This is the workbook we would want to receive: a tech pack with fields for every decision, a size chart where each measurement has a stated method, a material breakdown, and the quotation, sample, inspection and packing records built to sit behind the same order.
The download
A bilingual Excel workbook, ten sheets, no email required.
Chinese appears on the first line and English below it in every field, so your team and the factory read the same sheet. It opens in Excel, WPS or Google Sheets, and the formulas calculate on open.
00 · Start here
What each sheet is for, the order to fill them in, and the two rules that keep the workbook usable: write TBD with the latest confirmation date instead of leaving a field blank, and never type over the grey calculated cells.
01 · Tech pack
Nine sections and around sixty fields: style identity, construction and description, main fabric, trims, workmanship and finishing, labels and hangtags, packing requirements, attachments and sign-off. Each field carries a completion hint.
02 · Size chart
Fourteen points of measure for tops and twelve for bottoms, each with a stated measuring method, so the same garment cannot be measured two different ways. Tolerance sits in its own column and the average grade is calculated across the sizes you fill in.
03 · Bill of materials
Material breakdown with consumption per piece, waste rate and chargeable quantity, subtotalled by fabric and by trims. It is a costing sheet for your side of the table, not a quotation.
04 · Quotation comparison
Nine cost lines and twelve commercial terms — MOQ, sampling fee, Incoterms, payment terms, certification — side by side for up to three suppliers. The breakdown-versus-all-in difference is calculated for you, which is where a missing line shows up.
05 · Sample evaluation
Measured against spec at eight points, with the deviation and the pass or out-of-tolerance result calculated from the tolerance you set. Six appearance and workmanship items carry written comments, and the round closes with one decision.
06 · Bulk inspection
Twenty-six check points in six groups, each with a how-to-check note, a three-way result and an automatic pass-rate tally. It is on-site recording for your own inspection — it does not replace a third-party report.
07 · Packing specification
Carton dimensions, pieces per carton and piece or carton weights feed the carton count, total CBM, total gross weight and container estimates, with division guards so an empty template cannot produce an error.
08 · Critical path
Sixteen order milestones with the responsible party, planned and actual dates, and a status column that flags anything overdue. Material arrival is listed separately from production start, because that is usually the real constraint.
09 · Glossary
Sixty-two paired terms across development, commercial, quality and packing — POM, grading, tolerances, seam slippage, strike-off, assortment, AQL — filterable by category, for the vocabulary that causes most supplier misunderstandings.
How to use it
Four steps, in the order the decisions actually arrive.
The workbook only helps if the sheets are used in sequence. Filling the quotation sheet before the tech pack exists produces a comparison between three different interpretations of the same style.
- 01
Fill sheets 01 to 03 first
The tech pack, size chart and bill of materials are the buyer-side input. Everything downstream — the quote, the sample comments, the inspection record — is only as specific as these three sheets.
- 02
Send the same pack to every supplier
Attach sheets 01, 02 and 03 to the enquiry and ask each supplier to quote against the identical document. Comparing suppliers only works when they answered the same question.
- 03
Break every quote into the same lines
Use sheet 04 to place the cost lines and the commercial terms side by side. A lower unit price with an excluded packing cost or a longer material lead time is not a lower price.
- 04
Keep the workbook with the order
Once a supplier is selected, sheets 05 to 08 hold the sample comments, the inspection record, the packing figures and the milestone table for that order — one file instead of comments spread across threads.
Boundaries
What the workbook is not.
A template is useful exactly to the extent its limits are stated. These three are written on the first sheet of the file as well.
It does not replace the sealed sample
The approved sample and the signed contract remain the standard a bulk shipment is judged against. The inspection and sample sheets record evidence for that judgement; they do not create it.
It is buyer-side, not supplier-side
The sheets are built for a buyer running the same brief past more than one supplier, so the language stays neutral. Send it as an attachment — nothing in it is confidential to HACOLD.
Take the workbook, replace the sample rows with your own project and send it with your enquiry.
Download the toolkit againQuestions before the next step
What buyers ask before downloading a template.
These answers define the decision boundary for this page. Commercial terms and factory-specific feasibility still require project review.
01Is the toolkit really free, and do I have to give an email address?
The file downloads directly from this page — there is no form and no email address is required. If the download does not start, the WhatsApp or email link on the contact page will get you the file.
02Is it English only, or is there a Chinese version?
The workbook is bilingual: Chinese on the first line and English below it in every field, so your own team and the factory read the same sheet rather than two translations of it. The glossary sheet lists the 62 terms as a paired column.
03Does the toolkit state MOQ, sampling fees or lead times?
No — and that is deliberate. Those values move with fabric, construction, order quantity and destination, so the workbook marks them as fields to be confirmed and states that the written quotation governs. A template cannot quote for a project.
04Can I send it to my own suppliers, or use it with a different manufacturer?
Yes. It is a buyer-side template with nothing confidential in it, built for comparing several suppliers on the same brief. Anything that is confidential is the information you put into it, which is why sheet 00 includes a note on handling customer and target-price files.
From research to a useful brief
Fill the sheets you can, then send the brief.
You do not need every answer before the first conversation. Share the product direction, available files, quality expectations and known commercial context.