1. Give the factory a product brief, not only a drawing
Character art establishes the visual identity. The brief must also describe the physical object and its commercial job: a retail collectible, campaign mascot, event gift or another specified use. Those decisions influence materials, packaging, quantities and the review needed before production.
| Brief field | What to provide | Decision it supports |
|---|---|---|
| Character and rights | Front, side and back references where available; asset version; permitted use. | Which features must remain faithful and who can approve them. |
| Dimensions and feel | Target height and measurement method, pose, fabric references, filling preference. | How the sample will be measured and compared. |
| Audience and market | Intended age, sales countries, channel and planned product claims. | Product classification, documentation and review scope. |
| Volume and launch | Estimated first run, variants, launch date and delivery destination. | Feasibility, quote scope and scheduling assumptions. |
| Packaging and components | Tags, box, barcode needs, accessories and any electronic module. | What belongs in the quoted product configuration. |
| Approval owner | Named product, IP and procurement approvers; feedback route. | Who can authorise changes and release the sample. |
If you do not know a field yet, mark it as open. Record the person responsible for deciding it instead of allowing a supplier to make an undocumented assumption.
2. Compare quotations on the same configuration
A unit price is meaningful only when its scope is clear. Request the same size, material, quantities, packaging and component assumptions from each supplier. Separate sampling, setup, product, inspection, shipping and any ongoing software charges.
- Ask which sample revisions are included and how additional revisions are handled.
- Record the quoted quantity for each variant and whether minimums apply per design, colour or entire programme.
- Confirm the delivery basis, destination and included charges; do not compare an ex-factory figure with a delivered figure as equivalent.
- Ask what starts the lead-time clock: final artwork, sample approval, deposit, materials or another event.
- Record test and document responsibilities against the target markets and final configuration.
3. Build a sample approval record
A comment such as “looks good” leaves room for different interpretations. Use a versioned approval record that states what was reviewed, what still needs correction and whether the sample is approved for the next stage.
| Review item | Record |
|---|---|
| Sample identity | Sample ID, date, design version, photographs from agreed angles. |
| Form and appearance | Dimensions, pose, expression, fabric and colour references; agreed tolerances where relevant. |
| Construction | Seams, trims, attachment methods, filling and accessory details. |
| Packaging and labels | Artwork versions, warnings, languages and the responsible review owner. |
| Electronic options | Module and power configuration, access and interaction behaviour when included. |
| Decision | Approved, revise or hold; precise corrections; named approvers and next-stage conditions. |
The visual sample approval and the market-readiness review are separate project decisions. Keep the final sample aligned with the bill of materials, packaging files and any applicable technical documentation.
4. Control changes after approval
If a fabric, component, size, packaging item or firmware changes, record the reason and impact before accepting the substitution. Ask whether it changes appearance, cost, delivery, durability or the existing assessment and evidence for that SKU.
For repeat orders, use the approved version as the reference and record any changes explicitly. This provides a more useful starting point than a new round of comments based only on old photographs.
Buyer questions
Can I begin with a rough sketch?
Yes. Include its intended use, dimensions and the elements that must remain recognisable. A development brief can identify what still needs design work before sampling.
Is a blind-box collection one product?
List the individual characters, packaging, assortment expectations and planned quantities. Agree which details are shared and which create separate development or production work.
Can I add an AI module later?
Consider the space, weight, access, charging, audio and connectivity requirements during physical development. Use the AI character discovery guide to define the interaction scope before changing the product.
Bring these inputs to your next project conversation.
We can use the brief to decide the next development step and identify the open product decisions.
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