I know, it's not the most exciting part of building a brand. Record keeping doesn't usually get people fired up. But if you want to create great products and avoid heartaches later, this is something worth your attention.
It's not just about keeping the factory happy. Good records actually give you more freedom, more control and fewer surprises.
Let's break down why it matters.
A clear, thorough tech pack shows exactly what you want to be made. No confusion or crossed wires. Everyone knows where they stand from the first day of sampling to the last production run.
In my experience, most production problems don't happen because a factory deliberately cuts corners. They happen because something got lost in translation. Maybe your bulk order arrives and it doesn't look like the fit sample you signed off. Or a supplier inadvertently swaps out a material without telling you because the bill of materials was incomplete. These slip-ups are common. And they're expensive.
It's not just the cost of fixing the issue or replacing the stock. If the garments can't be sold, they usually end up in a warehouse gathering dust, or worse, straight to incineration or landfill. That's waste none of us want, especially when it can be avoided with better documentation.
When you have clear records, you protect your margins and reduce the environmental cost of doing business. That matters, whether you're producing 500 units or 50,000.
When all your product specs are kept together - your blocks, fabrics, trims, measurements, grading, labelling - you build a reference library you can rely on. You're not starting from scratch every season or relying on someone's memory.
I've seen so many teams waste hours resourcing the same elastic over and over because no one could find the original supplier details. With a proper library, you avoid all that. Your team can pull from trusted, approved materials that you already know perform well. That saves time and helps you keep your product consistent, both in fit and quality.
It's not just about making life easier in the short term. This kind of record keeping also protects your business in the long run. When a designer or product developer leaves, their knowledge doesn't leave with them. The next person stepping into the role can pick up where they left off instead of trying to piece everything together from emails and old spreadsheets.
That's what makes your library a real asset. It supports continuity, makes your team more productive, and helps you build a stronger foundation for growth.
If a customer tells you a fit is different from last season, it can be tricky to figure out why. Without proper records, you're stuck guessing. Maybe a material changed without you being made aware by your factory. Maybe a material was out of tolerance. Maybe the garment wasn't within spec.
But if you've kept a record of that style from the start, you don't have to guess. You can dig into the details and start comparing. You can look at the measurements, construction methods or material specs and pinpoint the change.
Having all this information in front of you makes it so much simpler to spot what changed. You can sort out the issue faster and get things back on track. It also tells your customers you're paying attention. You care enough to sort things out properly. When you really understand how your product is put together, it's much easier to spot issues, or avoid them altogether.
Customers might not consciously know it, but consistency is a big reason they keep coming back. When someone buys a bra or swimsuits and it fits perfectly, they expect the next one to feel the same. If it doesn't, you risk losing them.
And consistency doesn't happen by chance. It comes from documenting exactly what you do, sticking to your standards, and making sure your team pay attention to the details every time.
I've worked with brands that struggled with this because they didn't have proper records. One style might have been made in three different factories over two years, with subtle changes along the way. By the time they realised, the fit has drifted enough that loyal customers noticed. It's not an easy thing to claw back.
Solid records are your insurance against that. They help you keep your product true to what your customers love.
Production doesn't always go to plan. Sometimes a factory closes, or timelines shift with no warning. If your records are in good shape, you're not stuck, you have everything you need to brief another supplier and keep your business moving.
Your tech packs are more than admin. They're your intellectual property. Those records are yours to keep. They're what give you options when something unexpected crops up, and having that flexibility on hand is a real advantage, especially when the market moves quickly and things change overnight.
If your records are scattered across emails or only live in someone's head, this is the moment to sort it out. You don't need a perfect system straight away, just start putting the pieces together. These documents are a moving feast where you will constantly add information and tweak how you keep it. Make these documents work for you and your factory to make your day-to-day much smoother.
If you'd like help developing tech packs, organising your material library or building a system that works for your team, feel free to get in touch. I'm here to support you.
