Before a factory turns on machines or books lines, you need a compact decision record showing what to make, what to use, who approved it, and when work will start. Production readiness is not a checklist for later; it is the gating document that prevents rework, delays, and cost claims. Use a Production Readiness Review that ties the product reference, materials, tooling status, schedule, and approval paths into one signed file so the factory and your team share the same obligations.

Confirm the current reference and acceptance criteria

At this stage ask for one authoritative current reference. That can be a final pre-production sample, a technical pack, or a single-page spec sheet with critical dimensions, tolerances, labeling, and packaging instructions. The reference must be identified by version and date so everyone knows which sample or document is the contract for workmanship.

Document the acceptance criteria attached to the reference. Specify which measurements must be within tolerance, which cosmetic defects are allowable, and the method used for inspection. Buyers can ask the factory to provide the measurement protocol and the photo record for the approved sample so future comparisons are unambiguous.

• Label the reference: sample ID, spec version, approval date
• Attach key measurements and visual tolerances
• Require a photo of the approved sample with scale

Verify materials, substitutes, and allocation

Confirm exact materials by SKU, supplier name, and batch or lot when possible. That includes fabrics, components, chemicals, and primary packaging. If the factory holds stock, record quantity and lot numbers. If materials come from a third-party supplier, identify the delivery window and a back-up source if lead times are long.

Clarify which materials may be substituted and who authorizes substitutions. Record acceptable alternatives, required tests or re-samples, and the approval link. Buyers should compare the expected lead time for critical materials against the production schedule and note any material-driven date risks in the readiness record.

• List each material with supplier and lot number if available
• State permitted substitutes and the approval process
• Note material arrival dates and buffer days

Document tooling, molds, and sample status

Tooling readiness must be explicit. For stamping, injection, die, or custom tooling, record whether tools exist, their build status, and the date of the last sample run. If tools are new, include trial sample approval results and the expected durability or shot count if relevant. For simple jigs or fixtures, confirm drawings and approval signatures.

If tooling requires transfer or payment milestones, note responsibility and acceptance criteria. Buyers can ask for photos of finished tooling, a short video showing trial runs, and a signed tooling acceptance form. Include lead times for tool modifications and the cost approval status for any rework discovered during trials.

• State tooling ID, build status, and latest trial date
• Attach tooling acceptance form when available
• Record who pays for changes and expected lead times

Agree the production schedule and start triggers

Translate production intent into a schedule with specific triggers. A readiness record should list the start date, the first-piece inspection date, planned weekly output, and the target shipping window. Define which condition triggers a delay or advancement of the start date, for example material arrival, tooling acceptance, or buyer approval of pre-production samples.

Make contingency steps explicit. If materials are late, what partial runs are permissible? If the factory cannot meet the agreed rate, what remedial actions will be taken and who signs off on overtime or subcontracting? Capture acceptance of the schedule and any penalties or cost-sharing arrangements in this single document.

• Set concrete dates for start, first-piece inspection, and shipments
• Define triggers that pause or start production
• List contingency actions and who authorizes them

Define approval links and communication rules

Specify who has authority to approve deviations, samples, or urgent decisions and how approvals must be recorded. Use named people or roles, clear response times, and explicit confirmation methods such as signed PDF, emailed approval with attachments, or a project management ticket number. Avoid informal verbal approvals that cannot be tracked.

Record escalation paths for unresolved issues and the required documentation for any approval. For example, require photos, measurements, or re-sample confirmations before a decision takes effect. Buyers can include a decision log section in the readiness review so every approval, timestamp, and author is visible and auditable.

• List approvers, roles, and acceptable confirmation methods
• Set response windows for approvals
• Include an escalation path and decision log

Create the signed Production Readiness Review and next decisions

Assemble the agreed elements into one compact Production Readiness Review document. It should reference the current product sample, list materials and tooling status, show the schedule with triggers, and include named approval links. The document needs signatures or explicit email confirmations from both buyer and factory to act as the gate for production start.

Use the review to set the next decisions. Once signed, the factory can begin first-piece runs or order long-lead materials. If the review identifies unresolved risks, specify a follow-up action plan with ownership and clear deadlines. Keep this single file as the record that will support any later claims about scope, dates, or quality.

• Produce one signed review that bundles reference, materials, tooling, schedule, approvals
• Attach photo and measurement evidence where applicable
• Set follow-up actions, owners, and deadlines for unresolved items

Send the completed Production Readiness Review to the factory and obtain written sign-off before any production-run work begins.