Checklist: What to Prepare Before Your First Call with a Factory

First impressions in factory negotiations form fast: unprepared questions and vague answers to follow-up questions signal you're not a particularly serious client, and affect how flexible the terms end up being. Here's a checklist of what to prepare in advance, before the first message or call.

An exact product description

Photos or reference links for what you're looking for — not a general category description, but a specific example of the product you want. Key technical parameters: material, dimensions, weight, color, where applicable. Any differences from the factory's standard offering — custom packaging, logo, a modified configuration.

A realistic volume and budget

An approximate quantity you're planning to order — even a rough figure is better than no reference point at all, since volume affects both price and what terms the factory is even willing to discuss. A general sense of the price range you're prepared to consider — not necessarily to state it first, but to have for yourself, so you can immediately gauge whether the factory's answer is realistic.

A list of specific questions

Minimum order quantity (MOQ) for this product with your specs. Production lead time from payment to batch completion. The shipping terms the factory offers (EXW, FOB, and others) and whether there's a choice. Whether a sample is available before the main order, and its cost. Deposit requirements — what percentage and at which stage.

Technical questions that immediately signal serious intent

A question about the production line — do they make this product on an ongoing basis or set it up fresh for each order. A question about in-house quality control — do they run their own pre-shipment inspection. A question about the average defect rate per batch — a specific numeric answer is usually more telling than general assurances about good quality.

Readiness for the next step

A sense of what you'll ask for after the first response — for example, a factory video, additional photos, or a cost estimate including shipping to your country. If you're planning to check the supplier through business registries, it's better to do that before the call, so you already have context instead of asking questions you could have answered yourself in advance.

What not to do on the first contact

Don't state your maximum budget right away — it removes room to negotiate later. Don't accept the first offer without a single follow-up question, even if the price seems fine — the factory usually builds in room for negotiation. Don't push too aggressively from the very first message — it can create an impression of a difficult client before real negotiations even begin.