Most sourcing problems with Chinese suppliers are not quality problems. They are communication problems that produce quality outcomes the buyer did not intend.

A brief that says “dark leather menu cover, A4, with our logo” leaves too much open. A supplier who receives that brief will make reasonable assumptions about shade of dark, grade of leather, embossing depth, stitching colour and a dozen other variables. Some of those assumptions will match what the buyer wanted. Some will not. The buyer receives a sample that is “almost right” and spends another two weeks on revisions that could have been avoided with a more complete initial brief.

This guide covers how to write a brief that closes the assumption gaps, how to communicate effectively through the sample and production stages, and what to do when something does not match expectations.

The Initial Brief: What to Include

A complete brief for a leather hospitality goods order includes seven elements. Missing any one of them will generate a question from your supplier — and every question-and-answer cycle adds days to the timeline.

1. Product and format Not just “menu cover” but: A4 bi-fold, single fold, with or without spine, number of internal pockets, pocket configuration. If you have a reference product — an existing cover you like — send a photograph of the interior as well as the exterior.

2. Material grade Genuine leather (full-grain or top-grain), high-grade PU, standard PU, microfibre vegan. If you are unsure which grade you need, describe the use context — “fine dining restaurant, covers handled carefully, expected to last five or more years” — and let the supplier recommend.

3. Colour A Pantone reference is the most precise specification. If you do not have one, send a photograph of your interior — a chair, a wall panel, a floor finish — that shows the colour you want to match. A physical swatch is even better. “Dark brown” is not sufficient; there are dozens of dark browns.

4. Quantity Per product type, not combined. “60 menu covers and 55 check presenters” — not “115 pieces.”

5. Logo file A vector file (.AI, .EPS or outlined PDF), the preferred embossing method (blind deboss, gold foil, silver foil), and the preferred placement (front cover, centred / bottom right, etc.). See our logo guide for file format requirements.

6. Timeline Your required delivery date, or your opening date if sourcing for a new property. State this upfront — it allows the supplier to confirm immediately whether the timeline is achievable rather than raising it after the sample stage.

7. Destination Your delivery country and city. Affects shipping cost estimate and DHL transit time calculation.

The Language of Specification

When writing to a Chinese supplier in English, precision matters more than sophistication. Simple, specific language produces fewer misunderstandings than complex sentences with implied meaning.

Be literal. “Black” not “very dark.” “A4 (210 × 297 mm)” not “standard size.” “Blind emboss” not “pressed in without colour.”

Use numbers wherever possible. “Logo width approximately 50 mm” is clearer than “medium-sized logo.” “Spine width 12 mm” is clearer than “thick enough for the insert.”

State what you do not want. “No visible stitching on the front panel” eliminates an assumption the supplier might otherwise make. “Interior lining not required” removes the possibility of an unwanted upgrade.

Reference the sample explicitly. When approving or requesting changes on a sample, reference specific elements: “The logo impression depth is correct. The leather colour is slightly too warm — please adjust to a cooler, darker tone. The card slot depth is correct.”

Confirm understanding. After sending a complex brief, ask the supplier to confirm their understanding of each element before producing the digital proof. A brief confirmation (“please confirm: A4 bi-fold, 60 pieces, genuine leather top-grain, black, blind emboss centred front cover, delivery to London by 15 March”) catches misunderstandings before they reach production.

The Digital Proof Stage

The digital proof is a scaled photograph or rendering showing your logo on the cover at the intended size and position. It is the first opportunity to catch problems before production.

What to check on a digital proof:

Logo scale. Is the logo proportionate to the cover? A logo that looks correct on an A4 cover may look undersized on an A3 cover and oversized on an A5 cover. Compare the logo width to the cover width — for most hospitality goods, the logo should occupy 15–25% of the cover width.

Logo position. Is the placement as specified? Front centre means the logo is centred horizontally and positioned at approximately two-thirds of the cover height from the bottom. Bottom right means the logo is in the lower right quadrant, with consistent margins from the right edge and bottom edge.

Embossing method indication. The digital proof typically shows the logo in the foil colour (for foil stamping) or as a tonal variation (for blind emboss). Confirm the embossing method matches what you specified.

Overall proportions. Does the cover look correctly proportioned? A spine that looks too wide in the proof will look too wide in the physical sample. Raise it now rather than after the sample is produced.

Request revisions in the same specific language as the original brief. “Move the logo 10 mm lower and reduce the width by 15%” is actionable. “The logo position doesn’t look right” is not.

The Physical Sample Stage

The physical sample is the most important communication checkpoint in the order. A sample approval that misses a problem multiplies that problem across the bulk production run.

Review the sample against your original brief, not against your general impression. Go through each element of your brief systematically: material, colour, format dimensions, logo, embossing method and depth, interior configuration, stitching colour.

Review under the correct lighting. Leather colour under office fluorescent light differs from the same leather under warm restaurant or hotel room light. Review the sample in the actual environment where the product will be used.

Test the functional elements. Insert and remove a card from every card slot. Open and close the cover twenty times. If there is a magnetic closure, test it. If there is a pen loop, insert and remove a pen. Problems with functional elements are easier to fix at the sample stage than after bulk production.

Communicate revisions specifically. “The leather colour is correct. The logo impression is too shallow — please increase the embossing depth. The card slot is too tight — please widen by 3–4 mm.” Each revision is specific, measurable and actionable.

Confirm approval explicitly. When the sample meets your specification, confirm approval in writing: “Sample approved as received. Please proceed with bulk production of [quantity] pieces to this specification.” An explicit written approval removes ambiguity about whether production should begin.

During Production

Most suppliers provide limited visibility into the production process between sample approval and pre-shipment inspection. A reasonable mid-production check request:

After the first week of production: “Can you send a photograph of the embossing die and a piece of leather in the confirmed colour so we can verify these are correct before the full run is complete?”

This is not an unusual request. It catches die or colour errors before they affect the entire batch, and it signals that you are an attentive buyer — which affects how carefully the production is managed.

The Pre-Shipment Inspection

Before any order leaves for DHL pickup, we send a pre-shipment photo report. When reviewing it:

Check coverage. The report should show pieces from multiple points in the production batch — beginning, middle and end of the run — not only the best pieces.

Check logo consistency across pieces. A logo that has shifted position between pieces indicates a tooling problem that should be addressed before shipment.

Check for surface damage. Scratches, scuff marks or staining visible in photographs should be raised before the shipment is released.

Confirm release in writing. “Pre-shipment inspection approved. Please release for DHL pickup.” creates a documented checkpoint.

When Something Does Not Match

If the bulk order arrives with a discrepancy from the approved sample, document it immediately:

• Photograph the discrepancy against the approved sample and against your written specification
• Send the documentation to your supplier with a specific description of the discrepancy
• State clearly what resolution you expect: replacement production, a credit, or a partial credit

A supplier who has taken you through a thorough sampling process has a documented record of what was approved. Discrepancies from that record are the supplier’s responsibility. A supplier who skipped the sampling process creates ambiguity about what was actually agreed — which is why the sampling stage is not optional.

Summary: The Communication Checklist

• [ ] Complete brief submitted with all seven elements
• [ ] Digital proof reviewed and approved or revised with specific feedback
• [ ] Physical sample reviewed against brief under correct lighting
• [ ] Functional elements tested on sample
• [ ] Sample approval confirmed in writing
• [ ] Mid-production check requested after one week
• [ ] Pre-shipment inspection report reviewed
• [ ] Shipment release confirmed in writing

For logo file requirements, see our logo embossing guide. For sampling process details, see our MOQ and sampling page. To start an order, use the quote form.

HoReCa Leather supplies custom leather hospitality goods from Shiling, Guangzhou. Guided specification process, digital proof and physical sample standard on all first orders. MOQ from 50 pieces.