Written by Marijn Overvest | Reviewed by Sjoed Goedhart | Fact Checked by Ruud Emonds | Our editorial policy

Fabric Sourcing — Process Explained + Examples

Value Chain Analysis Course

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What is fabric sourcing?

  • Fabric sourcing is the process of acquiring the fabric that you need.
  • Fabric sourcing is an important part of garment manufacturing, accounting for 70% of the total cost.

  • Defining the goals of the final product is important to selecting the appropriate fabric materials.

What is Fabric Sourcing?

Fabric sourcing is the process of acquiring the fabric that you need.

In apparel development, the fabric is the most important raw material in garments. The fabric cost is 70% of the cost of the garment. 

The designer carefully illustrates their sketches concerning the fabric texture, color, and weight. Thus, fabric sourcing has a huge role in manufacturing garments.

Fabric sourcing is the term used by professionals when they will find suppliers to acquire fabrics. The procurement of fabric appears to be a monumental task. However, once you know it, you can navigate fabric procurement vs sourcing with ease.

The one in charge of fabric sourcing is called a fabric sourcing department. The department determines how and where it can obtain the best fabric in the market. The fabric sourcing manager must have a vast knowledge of a variety of fabrics to execute their function efficiently. 

Fabric Sourcing Process Explained

Now that you know what the fabric sourcing is, it’s time to explore the seven steps that will help you streamline your fabric sourcing process. 

Fabric Sourcing Procurement Process (1)

Step 1 – Fabric Sourcing Methodology

The fabric sourcing methodology is the structured framework for acquiring fabrics. It serves as a roadmap that guides your sourcing process, ensuring a systematic and organized approach. 

Before we proceed into how fabric sourcing methodology is structured, let’s first differentiate it from fabric sourcing strategy and a fabric sourcing policy. 

A fabric sourcing strategy is a specific plan within the fabric sourcing methodology that helps you achieve your sourcing objectives, such as cost reduction, sustainability, or ensuring material availability. On the other hand, a fabric sourcing policy outlines the overall guidelines and regulations that govern how fabric sourcing should be conducted, ensuring compliance with industry standards, sustainability goals, and corporate policies. 

Now that we’ve clarified these differences, let’s break down how to develop an effective fabric sourcing methodology.

The first step is to clearly define the requirements for your fabric sourcing process. This includes specifying fabric types, durability, texture, quality standards, sustainability certifications, and pricing.  Defining these specifications ensures that everyone involved understands what needs to be achieved and how to approach sourcing. 

Once the sourcing objectives are set, securing management buy-in and support from key stakeholders is crucial. Whether you’re working for a fashion brand, a textile manufacturer, or a startup, getting leadership approval and support ensures smooth execution and budget alignment. 

After establishing clear objectives and obtaining management support, it’s time to assemble a fabric sourcing team composed of professionals skilled in textile procurement, quality control, supply chain management, and sustainability. The team should then conduct thorough analyses, including current fabric usage, internal sourcing processes, financial constraints, supplier evaluations, and market research. The insights from these analyses will guide your sourcing decisions, ensuring alignment with your overall business goals and quality expectations. 

Recommended Course for Sourcing Methodology
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Annual Procurement Strategy Course Annual Procurement Strategy Course

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Step 2 – Market Research for Fabric Sourcing

Market research is a critical step in fabric sourcing, as it helps procurement managers identify potential suppliers and understand fabric trends. Before purchasing, procurement teams must assess whether the company has a reliable supplier or needs an alternative. They should also analyze the budget to determine feasibility, check for fabric shortages, and identify potential substitutes in case a preferred material is unavailable.

For example, a fashion brand is preparing for a new collection with 100 cotton-based garments, but their current supplier can only provide enough material for 60 garments. The fabric sourcing specialist must conduct thorough research to find additional suppliers or alternative material to meet this demand. 

Some key questions to ask during fabric market research include:

  • Does the company have a current fabric supplier?
  •  Are there alternative suppliers in case the primary supplier is unavailable?
  • Does the company have an adequate budget for fabric procurement?
  • Is there a shortage of the required fabric in the market?
  • If so, how will this affect the procurement budget and production timeline?
  • Are there alternative fabrics that can be used if the preferred material is unavailable?

During market research, sourcing specialists and procurement managers should also explore new supplier options. This includes evaluating supplier reliability, fabric quality, pricing, and sustainability practices. The market research phase provides key data that will help you make informed decisions and guide the sourcing strategy in the following steps. 

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Step 3 – Request for Information (RFI)

The third step in the fabric sourcing process involves gathering detailed information from multiple sources, including the suppliers, production teams, designers, and other key stakeholders, to ensure that the right fabrics are sourced efficiently. 

Before placing any orders, you must ensure that you have the precise details of the required materials, such as fabric availability, quality qualifications, minimum order quantities (MOQs), and pricing. 

At this stage, you need to collect detailed information of the following: 

  • The specific fabric type required (e.g., cotton, silk, polyester, sustainable textiles).
  • The quantities needed for production.
  • The estimated duration the fabric should last—will it be a one-time bulk order or a recurring purchase?
  • Whether the company already has a reliable supplier for the fabric.
  • The possibility of exploring new supplier options for better pricing or quality.
  • The budget allocation for the fabric procurement.
  • The quality standards and additional requirements, such as sustainability certifications, custom dyes, or special finishes.

Once this data is gathered, a formal purchase request is submitted to higher management for budget approval. Decision-makers will then determine the budget based on the findings from the market research you conducted. 

The request for information (RFI) is a crucial part of this process. It prevents tunnel vision, allowing you to reach out and compare multiple options—giving you a broader perspective on pricing, quality, availability, and better negotiation leverage.

Recommended Course for Request For Information (RFI)
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Step 4 – Request for Quotation (RFQ)

The request for quotation (RFQ) is where the sourcing specialists formally request pricing and supply details from potential fabric suppliers. This step ensures that fabric costs align with budget expectations and production timelines. Additonally, it helps you to negotiate better terms.

Typically. RFQ is sent to multiple potential suppliers. who then respond with their pricing details, availability, terms, and other key considerations. 

To ensure a comprehensive RFQ, fabric sourcing specialists should ask suppliers the following key questions:

  • Does the supplier have an in-house inventory or warehouse for fabrics?
  • Where are the fabrics manufactured and stored?
  • For international suppliers, what are the estimated lead times and shipping costs?
  • For local suppliers, how long will it take to receive the fabric?
  • What is the initial price per yard or meter of fabric?
  • Are there any current shortages of the requested fabric?
  • Are bulk order discounts available, and what are the minimum order quantities (MOQs)?
  • What are the payment terms, and do they offer credit options for large orders?

Once the suppliers’ responses are received, the procurement team should conduct a detailed pricing analysis, comparing the quotations to market trends identified in earlier research. 

The RFQ phase is critical for ensuring the company gets the best value without compromising fabric quality. 

Recommended Course for Request For Quotation (RFQ)
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Step 5 – Negotiation Phase

Negotiation is one of the most important and challenging phases of fabric sourcing. This is where sourcing specialists work to secure the best possible pricing, terms, and conditions from suppliers while ensuring quality and reliability. 

Negotiations go beyond just price—this is also an opportunity to discuss bulk discounts, flexible payment terms, lead times, and long-term supplier relationships. 

During the negotiation phase, procurement teams should ensure that suppliers can meet quality standards and delivery commitments. Successful negotiations lead to long-term, mutually beneficial relationships between the company and suppliers, strengthening the overall supply chain.

But as in any negotiation, preparation is key.  Be ready with the data gathered during the market research and RFQ phases to support your position and secure the best deal. 

Recommended Course for Negotiation Phase
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Negotiation Course For Procurement Professionals Course

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Step 6 – Contracting Phase

Once negotiations are finalized, the next step is to formalize the agreement through contracts. The contracting phase ensures that all pricing, delivery schedules, and quality expectations are legally documented and that both parties will fulfill their obligations. Contracts also cover payment terms, specifying whether payments will be made upfront, in installments, or post-delivery. 

To prevent future disputes, procurement teams should verify that contracts outline quality control measures and penalties for delivery delays or defective fabrics. 

Many companies use procurement software to store contracts, invoices, and order histories digitally, making it easier to manage future orders. However, for businesses that still rely on traditional documentation, fabric sourcing managers must maintain organized records of all agreements for future reference. 

Recommended Course for Contracting Phase
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Step 7 – Supplier Relationship Management (SRM)

The final and last step in the fabric sourcing process is supplier relationship management (SRM). After successfully securing and receiving the fabrics, the focus now shifts to maintaining a strong relationship with your chosen suppliers and even those who were not selected.

Having a good relationship with alternative suppliers is just as important as managing your current suppliers. Keeping strong ties with multiple vendors ensures flexibility in case of supply chain disruptions, price fluctuations, or a shift in material needs. 

In this stage, active collaboration with suppliers is essential to ensure they continue meeting expectations in terms of quality, delivery, and pricing. Regular communication, performance reviews, and feedback exchanges help to identify areas for improvement, resolve concerns, and strengthen the sourcing process. 

Supplier collaboration also extends beyond simple transactions. Instead of maintaining a strict buyer-supplier dynamic, building strategic partnerships based on trust, transparency, and shared business goals can lead to exclusive access to premium fabrics, better pricing, and priority service during high-demand periods. 

Nurturing these relationships can ensure a stable supply chain, improve negotiation leverage, and secure long-term success in sourcing high-quality materials. 

Recommended Course for Supplier Relationship Management (SRM)
Junior Procurement Management Course

Junior Procurement Management Course

This course is a great starting point for those new to supplier relationship management.

🕗 8-16 hours

 

SupplierRelationshipManagementCourse

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Pro Tip: Before launching any sourcing strategy, secure leadership buy-in early—it ensures smoother execution, cross-functional alignment, and long-term budget support.

⭢ To master the full framework for building efficient and resilient sourcing systems, check out our Value Chain Analysis Course.

How to Source Fabrics?

Whether you’re a designer, crafter, or entrepreneur, sourcing the right fabrics is a crucial step in bringing your creative vision to life. Here’s a breakdown of the key steps involved:

1. Research for suppliers

Every good sourcing entails identifying suppliers in the market. This allows you to check if they can match your requirements.

2. Send the cuttings of the fabrics that you like

You need to send the fabrics that you like to the suppliers that you have researched. This is to inform the supplier what you want and if they can supply the type of fabric you are sourcing. 

3. Ask for swatches

The next step is to sourcing fabrics is to ask for sample swatches. The supplier can provide the swatches just from the specifications that you will send to him.

Once the swatches are delivered, you must decide which fabrics you would like. After this, you must buy sample yardage to test the fabric.

4. Order in small quantities for testing

Once you get the sample yardage, you must sew up samples for wash and wear samples. This will allow you to know if the fabric is perfect for your clothing line before ordering in bulk.

5. Order large quantities for production

Ordering in large quantities is risky. That is why it is advisable to sew up samples before buying in bulk. Once you have tested the samples and are satisfied with the result, you can now buy in bulk for production. 

Where to Find Suppliers?

Whether you’re in the garment industry or pursuing a creative project, discovering the right suppliers is crucial. This section explores various strategies for finding suppliers to source fabric for your needs:

1. Factory Sourced

Factory sourced means that the one responsible for manufacturing is also responsible for sourcing your fabric. Commonly, the factory will work with fabric mills to source the fabric that you like. 

Factory sourced is the easiest approach because the factory already purchases from them resulting in better pricing. 

2. Trade Shows

Trade shows are usually free. This is a great way to source fabric and evaluate vendors to potentially provide for your needs. 

Trade shows are organized in different countries, which is why you should consider travel costs. But, it is a great way to expose yourself to different fabrics during your design process.

3. Referrals

When you know someone in the fabric industry, you can ask them where they get their fabric. This is a good opportunity as you can get discounts when referred by someone. 

4. Search on the Internet

If you are considering the cost of traveling to different locations to source fabric, then this is a good alternative. Google is very helpful in searching for fabrics that will suit you rtaste. However, you must take note that not all vendors are tech-savvy so be ready to call them. 

4 Important Points to Remember in Sourcing Your Fabric

In this section, we will delve into the crucial considerations every fashion entrepreneur or manufacturer should keep in mind when acquiring fabrics for their creations.

We’ll explore the four key points that can significantly impact your production process and the quality of your end product:

1. Availability

You must check if the fabric that you are sourcing is available when you are ready to buy in bulk. This is to ensure that your production process will not slow down as you procured the materials already. 

It is safer to ask for fabrics in mills directly. Because it can ensure consistency and availability of the products each time you need them. 

2. Affordability

The fabrics in the manufactured garment represent 70% of the garment’s cost. So you need to consider the end wholesale prices when choosing new fabrics each season.

3. Testing and Functionality

You must know that not all that you envisioned come into reality. Sometimes, the garment you will use will not work the way you want it to. 

This is why it is important to create prototypes for wear testing to check the functionality of the design. Of course, you need to test the fabric to ensure that the fibers will absorb any finishing application added. 

4. Sustainability

It is better to source fabric that has a recycle option or functionality. This allows you to reuse the worn garments and make them new again. It also helps the environment and enables the sustainability of fabrics used to manufacture your products.

Questions You Need to Ask Yourself Before You Start to Source for Fabric

The fabric you choose plays an important role in shaping the identity of your brand and the success of your products.  Making sure you know exactly what you’re doing and why will lay you a solid foundation for your fabric sourcing process, ensuring that your choices align with your goals and resonate with your target audience.

Below are three important questions you should ask yourself before you start sourcing fabric

1. What do I want to make?

You need to ask yourself why you need to make this product be it if you are an individual or you have a business. If you do not know your product, then you will fail to manufacture and sell it to the end-users. 

The people or the industry that is often successful are developed by those who know their industry well. The fabrics that you will source will determine the direction of your brand and the type of product you will make. 

2. Who am I making this for?

For this, you need to have focus. You need to know who you are making these products for. You need to have a target market in order for you to successfully source your fashion fabrics.

3. What fabrics do I need for my clothing line?

The best way to tell what fabric you will need is to check what is already on the market. Checking the existing fabrics in the market will allow you to find a reference sample. This is also called counter sourcing.

Counter sourcing is the best for beginners in fabric sourcing. It is the best way to make sure you get the exact materials you are looking for. Counter sourcing allows you to get the materials easily without looking much further into the technical details of the fabric. 

Conclusion

In conclusion, fabric sourcing is a pivotal element in garment manufacturing, constituting 70% of the overall cost. This guide has elucidated the intricacies of this process, emphasizing its significance in determining the success of a clothing line. From understanding the role of fabric sourcing managers to exploring diverse avenues for finding suppliers, the guide provides a comprehensive roadmap for effective fabric procurement.

The outlined step-by-step approach, coupled with essential considerations like fabric availability, affordability, functionality testing, and sustainability, equips individuals and businesses to make informed decisions. As the fabric industry evolves, this knowledge empowers stakeholders to navigate sourcing complexities confidently, contributing to the dynamic and sustainable landscape of the fashion sector.

Frequentlyasked questions

What is fabric sourcing?

Fabric sourcing is the process of finding suppliers of fabrics needed to manufacture their products.

Where can I find the right suppliers?

You can find the right suppliers through trade shows, referrals, factories, and even by searching on the internet.

How would I know the quality of the fabric?

You can check the quality of the product by getting swatches and making prototypes for testing.

About the author

My name is Marijn Overvest, I’m the founder of Procurement Tactics. I have a deep passion for procurement, and I’ve upskilled over 200 procurement teams from all over the world. When I’m not working, I love running and cycling.

Marijn Overvest Procurement Tactics