How to Approve a Clothing Sample and Place a Bulk Order: A Complete B2B Apparel Manufacturing Guide

Introduction

For fashion brands, wholesalers, private-label companies, and clothing buyers, moving from a sample garment to bulk production is one of the most important stages in apparel manufacturing.

A sample may look correct at first glance, but professional buyers should not approve it based only on appearance.

Before placing a bulk order, the buyer and clothing factory should confirm multiple dimensions, including:

• Garment measurements
• Fabric
• Fabric weight
• Color
• Fit
• Construction
• Stitching
• Decoration
• Rhinestone placement
• Embroidery
• Printing
• Labels
• Hang tags
• Washing
• Packaging
• Size grading
• Production tolerances

The purpose of sample approval is to transform a physical garment into a clear and measurable bulk-production standard.

This is especially important for custom apparel because the factory is not simply reproducing a standard product. It is manufacturing a product according to the buyer's specifications.

For B2B customers, the most efficient approach is:

Design → Technical Specification → Sample → Sample Evaluation → Revision → Final Approval → Bulk Order → Pre-Production Confirmation → Mass Production → QC → Shipment

This guide explains how to make that process faster, clearer, and more professional.

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1. Why Sample Approval Is Critical Before Bulk Production

The sample is the physical representation of the buyer's design.

It allows the customer to evaluate whether the factory has correctly understood the requirements.

A sample can reveal problems that may not be obvious in a design drawing, such as:

• Incorrect proportions
• Incorrect fabric weight
• Poor fit
• Incorrect color
• Decoration positioned incorrectly
• Rhinestones appearing different from the artwork
• Embroidery density being too high
• Printing being too large
• Pocket position being incorrect
• Hood dimensions being unsuitable
• Sleeve length being incorrect
• Excessive shrinkage after washing

If these problems are discovered before bulk production, they can normally be corrected much more efficiently.

If they are discovered after thousands of garments have been produced, correction becomes much more expensive.

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2. What Information Should Be Confirmed From a Sample?

A professional sample approval should cover several different dimensions.

We recommend dividing the evaluation into eight major categories.

Category 1: Garment Construction

Check:

• Overall garment shape
• Neckline
• Shoulder construction
• Sleeves
• Cuffs
• Hem
• Side seams
• Pockets
• Hood
• Zippers
• Buttons
• Drawstrings

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Category 2: Measurements

Check:

• Body length
• Chest
• Shoulder
• Sleeve length
• Sleeve opening
• Bottom opening
• Neck opening
• Pocket dimensions
• Hood dimensions

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Category 3: Fabric

Confirm:

• Fiber composition
• GSM
• Fabric structure
• Hand feel
• Stretch
• Thickness
• Shrinkage
• Color
• Washing performance

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Category 4: Decoration

Confirm:

• Decoration technique
• Graphic dimensions
• Position
• Color
• Density
• Finish
• Durability

For rhinestone clothing, additional specifications include:

• Rhinestone type
• Stone size
• Stone color
• Stone density
• Layout
• Transfer method
• Adhesion performance

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Category 5: Branding

Check:

• Neck label
• Size label
• Care label
• Woven label
• Hang tag
• Brand patch
• Packaging

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Category 6: Washing & Finishing

Confirm:

• Wash effect
• Color fading
• Hand feel
• Shrinkage
• Distressing
• Vintage effect
• Surface appearance

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Category 7: Packaging

Confirm:

• Polybag
• Folding method
• Sticker
• Barcode
• Carton
• Carton markings
• Hang tags
• Inserts

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Category 8: Quality Standards

Agree on:

• Measurement tolerance
• Color tolerance
• Sewing tolerance
• Decoration tolerance
• AQL standard if applicable
• Defect classification

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3. How to Quickly Confirm a Sample

Many buyers spend too much time checking samples without using a structured process.

A better approach is to evaluate the sample in a fixed order.

Step 1: Check the Overall Appearance

First, place the sample on a flat surface or mannequin.

Look at:

• Overall silhouette
• Proportion
• Fit
• Design
• Color
• Decoration

Ask:

Does the physical garment look like the approved design?

Do not immediately focus on small details.

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4. Step 2: Measure the Sample

The next step is to create a Point of Measurement (POM) chart.

For example:

This is much more professional than writing:

"The body is slightly too long."

Instead:

Body Length: reduce from 72 cm to 70 cm (-2 cm).

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5. Avoid Vague Sample Comments

This is one of the most important rules for B2B apparel sourcing.

Avoid:

• Make it a little shorter.
• Make the chest slightly wider.
• Make the sleeves a bit longer.
• Make the hoodie more oversized.
• Move the logo down a little.
• Make the rhinestones brighter.
• Make the fabric thicker.

These instructions are subjective.

Different people may interpret "a little" differently.

Better:

Reduce body length by 2 cm.

Increase 1/2 chest by 2 cm.

Increase sleeve length by 1.5 cm.

Move the rhinestone graphic 1 cm downward.

Increase fabric weight from 320 GSM to 380 GSM.

Numbers create a common technical language between the buyer and factory.

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6. Confirm the Measurement Method

A measurement number is only useful when both sides understand how it was taken.

For example:

Chest = 60 cm

Could mean:

• 1/2 chest width
• Full chest circumference

These are completely different measurements.

Therefore, the buyer should define:

• POM
• Measurement direction
• Starting point
• Ending point
• Flat or circumference measurement
• Finished or pre-wash measurement

For example:

1/2 Chest: measured flat from side seam to side seam, 2 cm below armhole.

This creates a much stronger production specification.

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7. Confirm the Fabric Before Bulk Production

A sample should be checked against the agreed fabric specifications.

Important factors include:

Fiber Composition

For example:

• 100% cotton
• 80% cotton / 20% polyester
• Cotton/spandex
• Polyester/spandex

Fabric Weight

For example:

• 180 GSM T-shirt
• 240 GSM heavyweight T-shirt
• 350 GSM hoodie
• 450 GSM heavyweight hoodie

Hand Feel

Check whether the sample is:

• Soft
• Dry
• Smooth
• Brushed
• Stiff
• Heavy
• Lightweight

Stretch

For stretch garments, confirm:

• Horizontal stretch
• Vertical stretch
• Recovery

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8. Confirm Color Professionally

Color is one of the most common sources of disagreement between buyers and manufacturers.

A design displayed on a computer monitor does not necessarily represent the physical garment color.

Color can be affected by:

• Monitor calibration
• Smartphone camera
• Lighting
• Photography
• Fabric structure
• Dyeing process
• Washing
• Screen settings

Therefore, buyers should use a professional color reference whenever possible.

For custom apparel, Pantone references and lab dips can provide a more objective color approval process.

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9. Approve a Lab Dip When Color Is Critical

A lab dip is a physical fabric color sample produced for approval.

The process is generally:

Pantone/reference color → Lab Dip → Customer Approval → Bulk Dyeing

The customer should approve the physical color before bulk fabric production whenever color accuracy is important.

Do not rely solely on:

"The color looks correct in the picture."

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10. Confirm Decoration Details

Decoration should be treated as a separate production specification.

For example, a T-shirt may have:

• Screen printing
• Embroidery
• Rhinestones
• Puff printing

The buyer should confirm:

Decoration Size

Example:

32 cm × 28 cm

Decoration Position

Example:

8 cm below HPS.

Decoration Color

Example:

Pantone reference.

Decoration Method

Example:

Glass rhinestone heat transfer.

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11. Rhinestone Sample Approval Requires Extra Attention

For rhinestone apparel, the design image and physical sample can look different.

A digital rendering may show:

• Extremely dense stones
• Strong reflections
• Perfect gradients
• Large visual coverage

But the actual garment requires physical stones with specific:

• Sizes
• Colors
• Spacing
• Density
• Reflectivity

Therefore, buyers should approve:

1. Rhinestone type
2. Rhinestone size
3. Rhinestone color
4. Layout
5. Graphic dimensions
6. Position
7. Adhesion
8. Washing performance

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12. Confirm Embroidery Specifications

For embroidery, check:

• Thread color
• Stitch density
• Embroidery size
• Position
• Underlay
• Thread tension
• Backing
• Edge quality

A digital embroidery artwork is not always identical to the physical embroidery.

Fine details may need adjustment to suit the fabric and embroidery process.

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13. Check Labels and Branding

Before bulk production, confirm every branding component.

Neck Label

Check:

• Logo
• Size
• Position
• Material

Care Label

Check:

• Fiber composition
• Washing instructions
• Country of origin
• Size
• Required information

Hang Tag

Check:

• Logo
• Product information
• Barcode
• Price
• QR code
• Material
• String

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14. Confirm Custom Packaging

Packaging should be approved before bulk production.

Confirm:

• Polybag size
• Bag material
• Printing
• Logo
• Barcode
• Sticker
• Folding method
• Carton dimensions
• Carton marks

For e-commerce brands, packaging can also include:

• Thank-you cards
• Brand story cards
• QR codes
• Promotional cards
• Care cards

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15. Approve the Sample in Writing

After physical evaluation, the buyer should send a clear approval message.

For example:

Sample approved for bulk production with the following revisions:

1. Reduce body length from 72 cm to 70 cm.
2. Increase 1/2 chest from 60 cm to 62 cm.
3. Increase sleeve length by 1 cm.
4. Move the rhinestone graphic 1.5 cm downward.
5. Keep the approved fabric and color.
6. Use the approved neck label and care label.
7. Follow the approved packaging specification.

This creates a documented production standard.

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16. What Should Be Included in a Bulk Order?

Once the sample is approved, the buyer should not simply send:

"Please produce 1,000 pcs."

A professional bulk purchase order should contain enough information for the factory to reproduce the approved product.

At minimum, include:

• Style number
• Product name
• Color
• Size breakdown
• Quantity
• Fabric specification
• Measurement chart
• Decoration specification
• Labels
• Packaging
• Delivery date
• Shipping terms
• Payment terms
• Quality requirements

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17. Create a Clear Size Breakdown

For example:

This eliminates confusion between total quantity and individual size quantities.

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18. Create a Final Bulk Production Specification

A professional order should have a "frozen" specification.

For example:

Style

LFH-001

Fabric

380 GSM cotton/polyester fleece

Color

Black — approved physical standard

Fit

Oversized

Decoration

Front rhinestone graphic

Rhinestone

Glass rhinestones, approved layout

Body Length

70 cm for size M

1/2 Chest

62 cm for size M

Label

Approved woven neck label

Packaging

1 pc/polybag

Carton

20 pcs/carton

This document becomes the reference for production and QC.

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19. Confirm Which Sample Is the Final Approved Version

This is often overlooked.

A buyer may have:

• First sample
• Revised sample
• Color sample
• Size sample
• Decoration sample
• Pre-production sample

The factory must know which version is the final reference.

A good system is:

Sample Version: V3 — FINAL APPROVED

The buyer should identify the exact sample version in the purchase order.

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20. Freeze the Specification Before Bulk Cutting

Once the bulk order is confirmed, avoid making uncontrolled changes.

Changes after bulk fabric cutting can result in:

• Material waste
• Production delays
• Additional costs
• Rework
• Delivery delays

Therefore, the following should ideally be frozen before bulk cutting:

• Fabric
• Color
• Pattern
• Measurements
• Decoration
• Labels
• Packaging

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21. Understand the Difference Between Sample Approval and Bulk Approval

There are actually two important approvals.

Sample Approval

Confirms:

What should the product look and feel like?

Bulk Pre-Production Approval

Confirms:

Can the factory reproduce the approved product consistently at production scale?

For complex products, a pre-production sample can be extremely valuable.

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22. Pre-Production Sample (PPS)

A PPS is produced before mass production using the actual bulk-production materials and processes as closely as practical.

It allows the buyer to confirm:

• Fabric
• Color
• Construction
• Decoration
• Labels
• Fit
• Packaging

For complex custom garments, this provides an additional quality-control checkpoint.

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23. Size Grading Must Be Confirmed

If the buyer approves one sample size, the factory still needs specifications for the other sizes.

For example:

The factory uses the base pattern and grading rules to develop the size range.

For fashion brands, the grading method should reflect the intended fit rather than simply increasing every measurement by the same amount.

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24. Establish Measurement Tolerances

No production facility can guarantee that every garment will measure identically to the last millimeter.

The buyer and factory should therefore agree on reasonable tolerances.

For example:

These are examples rather than universal standards. Actual tolerances should be agreed according to garment construction, fabric, washing process, and the brand's QC requirements.

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25. Confirm the Production Timeline

A bulk order timeline normally includes:

Order Confirmation

↓

Fabric Booking

↓

Lab Dip / Color Approval

↓

Pattern & Grading

↓

Bulk Fabric Production

↓

Cutting

↓

Decoration

↓

Sewing

↓

Washing / Finishing

↓

Quality Control

↓

Packing

↓

Shipment

Buyers should ask the factory to provide a realistic production schedule rather than only a final delivery date.

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26. Be Careful With Complex Washed Garments

Products involving external washing or special finishing require additional planning.

For example:

• Acid wash
• Vintage wash
• Stone wash
• Enzyme wash
• Garment dye
• Distressing

The production process may involve additional suppliers or processing stages.

This can affect:

• Color
• Shrinkage
• Hand feel
• Dimensions
• Decoration durability
• Production lead time

For such garments, buyers should confirm the final finished sample after the relevant washing process.

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27. How to Place a Professional Bulk Order

A strong B2B purchase order should answer these questions:

What?

What garment is being produced?

How many?

What is the exact quantity by style, color, and size?

Which version?

Which sample or technical specification is approved?

What material?

Which fabric and GSM?

What color?

Which approved color standard?

What size?

Which measurement chart?

What decoration?

Which artwork, technique, size, color, and position?

What branding?

Which labels and hang tags?

What packaging?

Which packaging configuration?

When?

What is the agreed production and shipping schedule?

How?

What are the payment and shipping terms?

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28. Example of a Professional Bulk Order Instruction

A B2B buyer could provide the factory with something like:

Style: RH-2026-001
Product: Custom Rhinestone Oversized Hoodie
Quantity: 1,000 pcs
Color: Black
Fabric: 380 GSM cotton/polyester fleece
Fit: Oversized
Approved Sample: V3
Size Range: S–XXL
Decoration: Front glass rhinestone artwork
Graphic Size: 38 × 32 cm
Graphic Position: As per approved technical specification
Neck Label: Approved woven label
Care Label: Approved version
Hang Tag: Approved version
Packaging: 1 pc/polybag
Measurement Tolerance: As agreed in the measurement chart
Bulk Production: Follow approved sample V3 and final specification.

This type of order is much easier for a factory's production, merchandising, and QC teams to execute.

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29. What Should Happen After the Bulk Order Is Placed?

The process should not end when the purchase order is signed.

A professional factory should continue with:

Production Planning

Confirm:

• Materials
• Production capacity
• Work order
• Production schedule

Material Inspection

Check:

• Fabric
• Color
• GSM
• Accessories

Pre-Production Meeting

Review:

• Sample
• Tech pack
• Measurement chart
• Decoration
• Packaging

Cutting

Ensure the correct pattern and size grading are used.

In-Line QC

Inspect production during sewing and decoration.

Final QC

Check:

• Measurements
• Appearance
• Defects
• Decoration
• Labels
• Packaging
• Quantity

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30. The Most Important Principle: Turn the Sample Into Data

A physical sample is useful, but a professional B2B production system should convert the sample into measurable information.

Think of the process as:

Physical Sample

↓

Measurement Chart

↓

Technical Specification

↓

Decoration Specification

↓

Branding Specification

↓

Packaging Specification

↓

Bulk Production Standard

This is how a factory can reproduce a garment consistently.

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31. A Recommended Sample Approval Checklist

Before placing the bulk order, buyers can use this checklist.

Garment

• Style approved
• Fit approved
• Construction approved
• Fabric approved
• GSM approved
• Color approved
• Washing approved

Measurements

• Body length
• Chest
• Shoulder
• Sleeve
• Cuff
• Bottom
• Pocket
• Hood

Decoration

• Artwork
• Size
• Position
• Color
• Technique
• Durability

Branding

• Neck label
• Care label
• Hang tag
• Brand patch

Packaging

• Polybag
• Sticker
• Barcode
• Folding
• Carton
• Shipping marks

Production

• Size breakdown
• Quantity
• Tolerance
• Delivery date
• Payment terms
• Shipping terms

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32. How Luopeita Clothes Factory Supports Sample-to-Bulk Production

For custom apparel buyers, the goal is not simply to produce one good sample.

The real objective is to transform the approved sample into a repeatable production standard.

At Luopeita Clothes Factory, the development process can include:

1. Design review
2. Technical specification review
3. Fabric confirmation
4. Color confirmation
5. Pattern development
6. Sample production
7. Measurement evaluation
8. Decoration development
9. Customer revision
10. Final sample approval
11. Size grading
12. Bulk order confirmation
13. Production planning
14. In-line QC
15. Final inspection
16. Custom packaging
17. Shipment

This workflow is particularly valuable for B2B customers ordering customized T-shirts, hoodies, rhinestone apparel, streetwear, dresses, tracksuits, and private-label clothing.

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Conclusion

The transition from a sample garment to bulk production should never be treated as simply:

"The sample looks good. Please make 1,000 pieces."

A professional B2B apparel order should convert the approved sample into a detailed and measurable production specification.

The most important information includes:

• Exact garment measurements
• POM definitions
• Fabric and GSM
• Color references
• Washing requirements
• Decoration specifications
• Rhinestone or embroidery details
• Logo placement
• Labels
• Hang tags
• Packaging
• Size grading
• Production tolerances
• Quantity by size and color
• Delivery requirements

The more precise the specifications are before bulk production, the lower the risk of misunderstandings, rework, quality disputes, and delivery problems.

For custom clothing, the sample is the starting point—but the technical specification is what makes the sample reproducible at scale.

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FAQ

1. How long does it take to approve a clothing sample?

The time depends on the complexity of the garment. A basic T-shirt may require relatively few revisions, while a rhinestone hoodie with custom washing, embroidery, labels, and complex construction may require several rounds of development.

The fastest process is to provide consolidated feedback instead of sending small changes one at a time.

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2. What information should I send a clothing factory before ordering samples?

Ideally provide:

• Artwork
• Reference images
• Tech pack
• Size chart
• Fabric requirements
• Color references
• Decoration requirements
• Branding requirements
• Packaging requirements
• Target quantity

The more information provided at the beginning, the easier it is for the factory to quote and develop the sample accurately.

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3. Can I order bulk production directly after approving the sample?

Yes, for straightforward products. However, for complex custom garments, it is often better to confirm a complete technical specification and, when necessary, a pre-production sample before mass production.

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4. What is the most important information in a bulk clothing order?

There is no single item. The factory needs a complete production specification covering the garment, measurements, fabric, color, decoration, branding, packaging, quantity, tolerances, and delivery requirements.

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5. Should I send the physical sample to the factory?

If the factory developed the sample, it should retain or clearly document the approved sample version. If a physical reference garment comes from another manufacturer, sending the reference sample can be useful, but it should still be supported by measurable specifications.

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6. How should I communicate sample measurement corrections?

Use exact numbers.

Instead of:

"Make it slightly shorter."

Write:

"Reduce body length from 72 cm to 70 cm."

Instead of:

"Make the chest bigger."

Write:

"Increase 1/2 chest from 60 cm to 62 cm."

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7. Do I need a tech pack for a small order?

A complete tech pack is especially useful for complex custom products. For simpler products, a detailed specification sheet, approved sample, measurement chart, artwork, and clear production instructions may be sufficient.

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8. Should I approve the color separately from the garment sample?

For color-sensitive projects, yes. A lab dip or physical color standard can provide a more reliable reference than photographs or computer-screen colors.

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9. Can the factory reproduce an AI-generated clothing design exactly?

Not necessarily. AI-generated images are visual concepts and may contain unrealistic garment construction, decoration density, proportions, or materials.

The design needs to be converted into production specifications before manufacturing.

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10. What is a pre-production sample?

A pre-production sample (PPS) is a sample made before mass production to confirm the final production specifications and processes. It is particularly useful for complicated custom apparel.

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11. How can I avoid bulk-production problems?

The most effective approach is to establish a final approved production specification before bulk cutting. This should include measurements, fabric, color, decoration, labels, packaging, tolerances, and the approved sample version.