Start with a written specification

For a shop, hospitality project or coordinated interior, record the material, dimensions, finish, intended use and acceptable variation before requesting a quotation. Include reference photographs, but do not rely on photographs alone. Ask which elements are handmade and how the supplier controls repeat production. Separate intentional differences in grain, glaze or weaving from defects that would make an item unsuitable for sale or use.

Approve a representative sample

A sample should represent the proposed production, not merely a similar object. Record the sample's identity, date and agreed specification. Inspect balance, joins, edges, finish and practical use. If the order includes several colours or sizes, decide which variations need their own samples. Keep photographs and notes so later discussions refer to the same standard. Sample approval helps clarify expectations; it does not guarantee every later unit will be identical or defect-free.

Clarify quantities and the quotation

Ask for the minimum order by design, colour and pack, and confirm whether mixed cartons are allowed. Understand the price basis, currency, quoted quantity and validity period. Separate product cost from packaging, delivery and other applicable charges. Request the expected lead time and payment terms. A supplier's indicative price should not be presented to customers as a confirmed discount or a guaranteed factory offer until the commercial terms are actually agreed.

Treat packaging as part of the product

  • Identify fragile projections, surfaces and contact points.
  • Ask how items are separated inside a carton.
  • Check whether the packaging suits individual shipment or bulk transport.
  • Agree carton markings, quantities and handling instructions.
  • Document how transit damage and shortages will be reported.

Plan the first order and replenishment

Choose an initial quantity that lets you check consistency and customer response. On arrival, compare a sensible inspection sample with the agreed specification and record any differences promptly. Keep the packing details and supplier references for reorders. Natural materials and hand processes may change across batches, so ask about matching earlier stock. Hunxia inquiry forms can collect your requirements for follow-up, but sending an inquiry does not by itself establish a supplier relationship, quotation or order.