You open the package. Your first sample from the manufacturer is finally here. You pull it out and... something's off. The measurements are wrong. The fabric feels different. The print isn't where it should be. Your heart sinks. Now what?
👋 First: Don't Panic
This happens to everyone. Even experienced brands deal with sample issues. The key is how you respond. Let's fix it.
Step 1: Document Everything (Before You Email)
Before you reach out to your manufacturer, gather evidence. Emotions won't fix the problem—documentation will.
What to Document:
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Photos (Lots of Them)
Take clear, well-lit photos of every issue. Include close-ups and full garment shots. Compare to your original design if possible.
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Measurements
Measure everything—length, width, sleeves, neck opening, print placement. Write down actual measurements vs. what you specified.
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Clear Notes
List each issue separately. Be specific: "Chest width measures 22 inches, should be 24 inches per tech pack" not "sizing is off."
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Reference Your Tech Pack
Attach the original tech pack pages showing what you requested. Make it easy for them to see the discrepancy.
Step 2: Communicate Like a Pro (Not Emotionally)
How you communicate determines whether this gets fixed fast or turns into a nightmare. Here's the right approach:
❌ Don't Say This:
"This sample is completely wrong. I'm really disappointed. I don't know how you could mess this up when I sent you a tech pack. This needs to be fixed immediately."
Why it fails: Vague, emotional, accusatory. Doesn't help them fix the problem.
✅ Say This Instead:
"Thank you for sending the sample. I've reviewed it and have a
few adjustments needed before we can approve for production.
I've attached photos and measurements below for your reference:
1. Chest width: Currently measures 22", needs
to be 24" per tech pack Section 3.
2. Print placement: Front graphic is 2" too
low. Should be 4" from collar seam (see attached photo).
3. Fabric weight: Feels lighter than 280gsm we
specified. Can you confirm the GSM?
Can you please revise and send a second sample addressing these
points? Let me know the timeline. Thank you!"
Why it works: Specific, professional, solution-focused. Easy for them to action.
Communication Tips:
- Be specific, not vague: "Print is 2 inches too low" not "print placement is wrong"
- Reference your tech pack: "Per Section 3, page 2 of tech pack" shows you're organized
- Stay professional, not emotional: You're solving a problem, not venting frustration
- Ask for timeline: "When can I expect the revised sample?" sets expectations
Step 3: Decide—Revise or Cut Your Losses?
Not every sample issue is worth revising. Sometimes it's better to move on. Here's how to decide:
✅ Worth Requesting a Revision:
- • Measurement errors (1-2 inches off)
- • Wrong fabric weight or color
- • Print placement issues
- • Missing details (labels, tags, trims)
- • Construction issues (crooked seams, loose threads)
- • Minor fixes that don't require full remake
❌ Time to Find a New Vendor:
- • Completely ignored your tech pack
- • Used wrong fabric entirely
- • Sample looks nothing like what you asked for
- • Defensiveness or poor communication
- • Multiple revisions and still not right
- • They can't deliver the quality you need
⚠️ How Many Revisions is Too Many?
If you're on revision #3 and still not happy, that's a vendor problem, not a sample problem. Cut your losses and find someone better.
Red Flags: When to Walk Away
Some issues aren't fixable. Here are the signs you should find a new manufacturer:
- They don't acknowledge mistakes: If they argue or make excuses instead of fixing it, they're not a good partner.
- Poor communication: Takes days to respond, vague answers, language barrier makes things impossible.
- They can't match quality standards: If they can't produce what you need after multiple tries, they're not capable.
- Inconsistent quality: Sample 1 was good, Sample 2 was bad, Sample 3 was different again. Not reliable.
- They pressure you to approve: "Just approve it, we'll fix it in bulk production." No. Never approve a bad sample.
How to Prevent This Next Time
Sample issues are common, but you can reduce them:
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1
Create a Detailed Tech Pack
The more detailed your tech pack, the fewer errors. Include measurements, construction notes, material specs, and visual references.
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2
Set Clear Approval Checkpoints
Require approval at key stages: fabric selection, pre-production sample, bulk sample. Don't skip steps.
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3
Test Communication Early
If a vendor is hard to communicate with during sampling, it'll be worse during production. Find out early.
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4
Work With Reputable Vendors
Cheapest isn't always best. Pay a little more for a vendor with a proven track record and good communication.
💡 Pro Tip:
Always order at least 2 samples from a new vendor—one to wear/test and one to keep as a reference for bulk production. This helps catch inconsistencies early.
The Bottom Line
Sample issues are frustrating, but they're fixable if you handle them right:
- Document everything with photos, measurements, and clear notes
- Communicate professionally, not emotionally—be specific, not vague
- Decide if it's worth revising or if you need to move on
- Watch for red flags—some vendors aren't worth the headache
- Prevent future issues with better tech packs and clear checkpoints
Remember: a sample issue doesn't mean your product idea is bad. It just means you need to work with your manufacturer (or find a better one). Stay calm, stay professional, and get it fixed.
Need Help Managing Production?
We've dealt with hundreds of sample issues (and fixed them). We can help you create bulletproof tech packs, communicate effectively with manufacturers, and make sure your samples come back right the first time.
Book a Strategy Session