OUR PROCESS

1. Inquiry Handling & Initial Response

Step 1: Receive Inquiry

  • Inquiries arrive via email, website form, chat or trade platforms (e.g., Alibaba, Trade Key).
  • Capture details: product type (tech pack) (e.g., activewear, compression gear), quantity, fabric preferences, target market, and deadlines.

Step 2: Acknowledge Promptly

  • Send a response within 24 hours to confirm receipt.
  • Include a questionnaire to gather specifics:
  • Design sketches/tech packs.
  • Fabric type (e.g., moisture-wicking polyester, spandex blends).
  • Sizes, colors, and certifications (e.g., OEKO-TEX, GRS).
  • Target price range and shipping destination.

Step 3: Assign a Dedicated Account Manager

  • Designate a point of contact to guide the customer through the process.
  • Provide company profile, certifications, and portfolio (e.g., past clients like gym chains or sports brands).

2. Sample Development Process

Step 4: Sample Request Form

  • Share a **sample request form** with costs and timelines.
  • Charge a **sample fee** (refundable against bulk orders).
  • Clarify: Custom samples (e.g., printed logos) vs. stock samples.

Step 5: Sample Production

  • Create a tech pack (design, measurements, stitching details).
  • Use approved fabrics and trims (e.g., YKK zippers, reflective strips).
  • Quality check: Fit, durability, and color accuracy.

Step 6: Sample Shipping

  • Ship via DHL/FedEx/UPS, TNT, with tracking.
  • Provide commercial invoice (marked “SAMPLES – NO COMMERCIAL VALUE”) to avoid customs delays.
  • Share estimated bulk production lead times and MOQs (e.g., 500 units/style).

3. Bulk Order Negotiation & Confirmation

Step 7: Post-Sample Follow-Up

  • Contact the customer after 5–7 days to confirm receipt and feedback.
  • Address revisions (e.g., adjusting seam allowances or logo placement).

Step 8: Finalize Bulk Order Terms 

  • Share a proforma invoice (PI) detailing:
  • Pricing (FOB/CIF terms).
  • MOQ (e.g., 1,000 pieces for custom designs).
  • Payment terms (30% deposit, 70% before shipment).
  • Lead time (e.g., 45–60 days).
  • Negotiate Incoterms (e.g., EXW, FOB Karachi) and logistics partners.

Step 9: Contract Signing

  • Draft a sales contract covering:
  • Quality standards (e.g., AQL 2.5 for inspections).
  • Penalty clauses for delays.
  • Force majeure terms.
  • Collect a deposit (via T/T or LC) to commence production.

    4. Pre-Production & Production

    Step 10: Pre-Production Meeting

    • Confirm final tech pack, lab dip approvals, and trim sourcing (e.g., eco-friendly dyes).
    • Schedule factory capacity and material procurement.

    Step 11: Proto Sample Approval

    • Send a pre-production sample for final sign-off.
    • Freeze design specs to avoid mid-production changes.

    Step 12: Bulk Production

    • Update the customer weekly (e.g., fabric cutting, stitching progress).
    • Conduct in-process QC checks (e.g., stitch tension, print alignment).

    5. Quality Control & Shipping

    Step 13: Pre-Shipment Inspection 

    • Hire a third-party inspector (e.g., SGS, Intertek) for AQL checks.
    • Share inspection reports and photos of packed cartons.

    Step 14: Logistics & Documentation

    • Arrange shipping (air/sea) based on order urgency.
    • Prepare export docs:
    • Commercial invoice.
    • Packing list.
    • Certificate of Origin (for duty exemptions).
    • Bill of Lading/Airway Bill.

    Step 15: Shipment & Tracking

    • Share tracking details and ETD/ETA.
    • Assist with customs clearance (provide HS codes and compliance certificates).

      6. Post-Order Follow-Up

      Step 16: Post-Delivery Check 

      • Confirm goods arrival and customer satisfaction.
      • Address any issues (e.g., offer discounts for minor defects).

      Step 17: Feedback & Relationship Building

      • Request a testimonial or case study.
      • Share new product catalogs (e.g., sustainable collections).
      • Offer loyalty discounts for repeat orders.

      Key Considerations for Global Clients

      1. Time Zones: Use tools like Calendly for scheduling meetings across regions.
      2. Cultural Sensitivity: Adapt communication styles (e.g., formal vs. casual).
      3. Sustainability: Highlight eco-friendly practices (e.g., recycled polyester, waterless dyeing).
      4. Payment Security: Use escrow services for new clients.
      5. Compliance: Adhere to regional regulations (e.g., REACH for EU, CPSIA for USA).

       

      This end-to-end process ensures Gouldian Sportswear delivers a seamless experience, building trust and fostering long-term partnerships with global clients. Please let me know if you need templates for any documents (e.g., PI, sales contract).