What would you do?

📌The Situation

You found the perfect product, but the supplier only has 100 units available and the client needs 250.

📌What To Do

1. 📦Confirm the actual inventory.
2. 📦Check whether additional inventory is expected.
3. 💬Check other suppliers.
4. 🔎Search for similar products.
5. ⚖️Compare price, quality, decoration, and lead time.
6. 💬Present alternatives to the sales/client team.

📌Do Not

Tell the client:

“It's out of stock.”

and stop there.

📌Better Approach

Provide a solution.

“The original item is currently only available in 100 units. I found two similar alternatives that are available in the full quantity and can meet the requested timeline.”

📌Key Lesson

Don't just identify the problem. Find options.

📌The Situation

A client says:

“We need 500 shirts by next Friday.”

📌What To Check

• 💬Current supplier inventory
• 🏭Production time
• 🏭Decoration method
• 🎨Proof approval time
• 🚚Shipping time
• 🚚Shipping destination
• ✨Weekend/holiday impact
• ⚖️Rush production options
• ⚖️Rush shipping options

📌Work Backward From the In-Hands Date

In-Hands Date

← Shipping

← Production

← Proof Approval

← Artwork Preparation

← Order Placement

📌Key Lesson

The in-hands date is more important than simply knowing the supplier's standard production time.

📌The Situation

The client needs the products in 10 days, but the proof has not been approved.

📌What To Do

1. 🎨Check when the proof was sent.
2. 💬Follow up with the client.
3. 💬Clearly communicate the deadline.
4. 🏭Confirm whether production can still meet the in-hands date.
5. 📅Escalate internally if the deadline is at risk.

💬Example Follow-Up

“Just following up on the proof below. Once we receive your approval, we can move forward with production. Since the requested in-hands date is approaching, we recommend approving the proof as soon as possible to help keep the order on schedule.”

📌Key Lesson

A delayed approval can become a production delay.

📌The Situation

The supplier informs you that production will take 3 additional days.

📌What To Do

First determine:

• 🏭Original production date
• 🏭New production date
• 🚚Original ship date
• 🚚New ship date
• 🚚Expected delivery date
• 📅Impact on in-hands date

Then:

1. 🧾Ask the supplier if the order can be expedited.
2. ⚖️Check faster shipping options.
3. 💬Look for an alternative supplier/product if necessary.
4. ✨Notify the appropriate internal team.
5. 💬Communicate the impact and available solutions to the client.

📌Key Lesson

Never communicate only:

“The order is delayed.”

Communicate:

📌The Situation

You emailed the supplier but haven't received a response, and the order is time-sensitive.

📌What To Do

1. 💬Check the original email.
2. 💬Confirm the correct supplier contact.
3. 💬Follow up by email.
4. 💬Call the supplier if appropriate.
5. 💬Try another supplier contact.
6. 🧾Escalate internally if the order is at risk.
7. ✨Document your follow-up attempts.

📌Key Lesson

Don't wait passively when a deadline is involved.

📌The Situation

The client wants a premium product but their budget is too low.

Example:

Client budget: $5 each Preferred product: $9 each

📌What To Do

🚫 Do not simply say:

“That's over budget.”

Instead, find alternatives.

Consider:

• 💲Similar product at a lower price
• ✨Different brand
• ✨Different material
• 🏭Different decoration
• ✨Reduced features
• 💲Higher quantity price break
• ✨Alternative product category

📌Key Lesson

Understand the client's goal, not just the exact product they requested.

📌The Situation

The client says:

“I want this exact tumbler.”

📌What To Check

• ✨SKU
• 🎨Color
• 📦Quantity
• 📦Inventory
• 🏭Decoration method
• 🏭Decoration location
• 💲Pricing
• 🏭Production time
• 🚚Shipping
• 📅In-hands date

📌If It Is Unavailable

Don't stop at:

“We can't get it.”

Try to find:

Same product → Same brand → Similar product → Similar price → Similar appearance

📌Key Lesson

The requested product is sometimes the starting point, not the final solution.

📌The Situation

The client provides a small JPG logo that looks blurry when enlarged.

📌What To Do

Explain that the artwork may not be suitable for production.

Ask whether the client can provide:

• ✨AI
• ✨EPS
• ✨SVG
• ✨High-resolution PDF
• ✨High-resolution PNG, when appropriate

If necessary, check whether the artwork can be recreated or converted by the appropriate team.

📌Do Not

Simply send poor-quality artwork to the supplier and hope they can fix it.

📌Key Lesson

Artwork quality can directly affect the final product.

📌The Situation

The client approved the proof but later sends a new logo.

📌What To Do

First determine whether production has started.

📌If Production Has Not Started:

• 💬Check with the supplier
• 🎨Request an updated proof
• 💻Confirm whether additional charges apply
• 💬Get client approval
• ✨Document the change

📌If Production Has Started:

Immediately determine:

• 🧢What has already been produced?
• 🏭Can production be stopped?
• 💲Are there additional costs?
• 📅Will the in-hands date change?

📌Key Lesson

Changes after approval can affect both cost and schedule.

📌The Situation

The client ordered navy shirts but received black shirts.

📌What To Do

1. 🧾Verify the original order.
2. 🎨Check the approved proof/order confirmation.
3. 🚚Take or request photos of the delivered products.
4. 💬Contact the supplier.
5. ✨Determine whether replacement or credit is available.
6. 💬Assess the impact on the client's deadline.
7. 💬Communicate the resolution.

⭐Important

🚫 Do not immediately blame the supplier or client.

First establish what was ordered and what was delivered.

📌Key Lesson

🚫 Always verify the documentation before assigning responsibility.

📌The Situation

Client ordered 500 units but received 480.

📌What To Check

• 🧾Original quantity ordered
• 💬Supplier confirmation
• 🚚Packing/shipping documents
• ✨Number of cartons
• 📦Actual quantity received
• 🚚Whether partial shipment occurred
• ✨Whether remaining units are still in transit

📌Next Step

Contact the supplier with the documented discrepancy.

📌Key Lesson

Confirm the facts before escalating a shortage.

📌The Situation

The client wants to see the product before placing the full order.

📌What To Check

• ✨Is a sample available?
• 🏭Is it a blank sample or decorated sample?
• 💲Sample cost
• 💲Setup cost
• 💲Shipping cost
• 🏭Sample production time
• 💲Whether the sample cost can be credited toward the final order

📌Key Lesson

Clarify exactly what the client means by “sample.”

A blank product sample is different from a decorated production sample.

📌The Situation

A client needs:

• 👕500 shirts
• 👜500 tote bags
• 🥤500 tumblers
• 🖊️500 pens

All for the same event.

📌What To Do

Treat this as one coordinated project.

Create a tracker containing:

📌Key Lesson

When multiple products share one event deadline, track the project as a whole, not just individual orders.

📌The Situation

You sent a quote but the client hasn't responded.

📌Follow-Up Process

Initial quote

↓

Follow-up #1

↓

Follow-up #2

↓

Final check-in

↓

Update CRM / opportunity status

💬Follow-Up Example

“Just checking in to see if you had a chance to review the options we sent over. I’m happy to make adjustments based on your budget, quantity, or preferred product.”

📌Key Lesson

Follow up without being overly aggressive.

📌The Situation

“What's the cheapest shirt you have?”

📌What To Do

Ask:

• 📦Quantity
• 💲Budget
• ✨Intended use
• ✅Required quality
• 📅Deadline
• 🏭Decoration requirements

Then provide options.

💬Example

Budget Option – lowest cost Standard Option – balance of quality and price Premium Option – better fabric/brand/finish

📌Key Lesson

Cheapest does not always mean best value.

📌The Situation

You quoted a product yesterday, but today the supplier's inventory has changed.

📌What To Do

Before confirming the order:

1. 📦Recheck inventory.
2. 💲Confirm pricing.
3. 📅Confirm lead time.
4. 🏭Confirm decoration availability.
5. 💬Update the client if anything changed.

📌Key Lesson

Supplier inventory and pricing can change quickly.

Never assume yesterday's information is still accurate.

📌The Situation

The client says:

“We have a company event and need some giveaways. What do you recommend?”

📌Ask About:

• 🎪Event type
• ✨Audience
• ✨Number of attendees
• 💲Budget
• ✨Theme
• ✨Brand
• ✨Age/group of recipients
• 🎪Indoor/outdoor event
• ✨Useful vs novelty products
• 📅Required date

📌Then Recommend

Give 2–4 relevant options, rather than sending hundreds of products.

📌Key Lesson

Good sourcing is about narrowing the choices, not overwhelming the client.