Supplier Checklist: Questions to Ask Before Placing Your First Custom Plush Toy Order
Before your first order with a custom plush maker, ask about seven things: who they are, how samples are charged and credited, MOQ and what the price includes, deposit and balance, when lead time starts, how quality and testing are handled, and who owns your design and what happens if something goes wrong. The questions are easy to find. What matters is the answer: a good supplier gives a specific answer you could write into a contract, and a weak one gives reassurance.
We are Xushui Yaoka Plush Toy Factory in Baoding, Hebei, and we make about 500,000 plush toys a year, mainly for buyers in Europe and the US. Below are about 30 questions grouped by topic. For each one we explain why it matters and what a strong and a weak answer sound like, and at the end of every group we put our own answers on the record.
Key Takeaways
- Judge the answer, not the question: specific numbers, start dates and written terms are the mark of a good supplier.
- Ask whether MOQ is counted per design and per color. At most factories, including ours, it is.
- Ask exactly what the quoted price includes: packaging, labels, trade term and port.
- Ask what happens when bulk doesn’t match the sample. A good answer names the golden sample, the inspection standard and who pays to fix it.
- Ask who owns the patterns and embroidery files, and whether you can take them with you if you move factories.
How to Use This Checklist
Most published lists of questions to ask a plush toy manufacturer stop at the question. FactoryPlush’s 19 questions, for example, are answered by the factory itself rather than framed as questions for you to put to a supplier (FactoryPlush). We built this list the other way round: each question comes with the answer you should hope to hear. We call it the First-Order Question Set.
Three rules for reading answers:
- Specific beats confident. "7–10 working days from drawing confirmation" is an answer. "Very fast, don’t worry" is not.
- Say what’s excluded. A good answer tells you what is not included as clearly as what is.
- Can it go in the contract? If an answer could not be written into a contract or quotation, it is not a commitment yet.
Before you ask anything, send a clear brief: artwork in several views, size, colors and quantity, or a full tech pack if you have one. Then don’t send every question at once. A friend with many years in export trade suggests three rounds: first the basics (what you want made and how many), then price and lead time, then craft details and logistics. And offer choices instead of open questions: "Would you prefer embroidery or heat transfer for the logo?" gets a faster, clearer reply than "How do you want your logo?"
Group 1: Identity and Capability
These questions decide whether a custom plush maker is worth talking to at all. Our Red Flags guide covers business-license checks and payment fraud in detail, so here we keep to what a first-time buyer should ask directly.
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| Are you a factory or a trading company? | You need to know who actually sews your product. | "We are a manufacturer in [city]", with a live video tour offered. | "We are factory" with only product photos. |
| Do you have EN71, ASTM F963 and CPSIA reports? | European and US buyers usually ask this first. | Names the lab and offers to send copies straight away. | "Yes, no problem" with nothing to show. |
| What fabrics do you work with? | Shows range and whether you can touch real options. | Lists 3–5 common fabrics and sends a physical swatch card. | "Any fabric you want." |
| Can you do custom embroidery and logos? | Most plush faces and logos are embroidered. | States the color limit and the file format needed, and lists logo methods. | "Yes" with no limits or file requirements. |
| What stuffing do you use? | Affects feel, safety and compliance. | Names the filling and offers alternatives. | "Cotton." |
| Which social or quality audits do you hold? | Retail buyers often require one. | Names the audit and offers the report. | "All certificates." |
Our answers
- Identity: we are a manufacturer, registered as 徐水区耀卡毛绒玩具厂 in Xushui District, Baoding, Hebei. A live video factory tour is available on request; you can also look us up on China’s official company registry, NECIPS (gsxt.gov.cn).
- Test reports: we keep EN71, ASTM F963 and CPSIA reports from SGS and Intertek and can send copies right away.
- Fabrics: short plush, crystal super soft and long plush are the most common, and we send a physical swatch card.
- Embroidery and logos: custom embroidery up to 6 colors, from AI or PDF files. Logos can be embroidered, heat-transferred or put on a woven label.
- Stuffing: 100% PP cotton, with an eco-friendly option on request.
- Audits: ISO 9001, Sedex/SMETA and BSCI. SMETA is Sedex’s social audit, covering labour standards, health and safety, environmental performance and business ethics (Sedex).
Group 2: Sampling
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| What does the sample fee include? | Fees cover very different amounts of work. | Number of samples, pattern making, embroidery digitizing, and whether shipping is extra. | A price with no breakdown. |
| How long does a first sample take, from when? | The start event matters as much as the days. | A range in working days and the event that starts the count. | "About a week." |
| How many revisions are included? | Revisions are where costs creep up. | A number of free rounds and a definition of a chargeable change. | "Unlimited" or no answer. |
| Is the sample fee credited against bulk? On what terms? | "Refundable" often hides conditions. | Threshold, percentage, method, scope and any time limit, in writing. | "Yes, we refund it later." |
| Do you make a pre-production sample? | It shows bulk materials on the bulk line. | Yes, plus a sealed golden sample that bulk is inspected against. | "Not necessary." |
Our answers
- Fee: ¥200–500 for a blank sample, ¥500–1,000 for a formal sample, ¥1,000–2,000 for a complex sample. Each fee covers one sample, including pattern making and embroidery digitizing. Courier shipping to Europe or the US is about $30, paid by the buyer.
- Timing: first sample in 7–10 working days from drawing confirmation; complex designs may need 12–15 working days. Each revision round takes 3–5 working days.
- Revisions: two free rounds within the original design; RMB 200–500 for each extra round or design change.
- Credit: in full on the first bulk order once it reaches 500 / 1,000 / 2,000 units by sample type, deducted from the balance payment and capped at 5% of that order’s value. The fee is not refunded if no bulk order follows.
- Pre-production sample: made with bulk materials on the bulk line, free of charge. The signed sample becomes the golden sample.
Group 3: Pricing and MOQ
"What’s your unit price?" is the question buyers ask most and the one most likely to cause a misunderstanding later, because a unit price means little until you know what it includes.
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| What is your minimum order quantity? | Decides whether your budget works. | A number, and whether it is per design, per color or per order. | "Flexible." |
| Can you do fewer than the MOQ? | First orders are often small. | Yes or no, and the surcharge if yes. | "Yes" now, a higher price later. |
| What exactly does the unit price include? | Packaging, labels and freight are where quotes diverge. | Lists what’s included and excluded, with the trade term and port. | A single number. |
| What is the repeat-order MOQ? | Tells you what reordering will cost. | A clear number. | "We’ll see." |
Our answers
- MOQ: 500 units per design, per color. Different designs and different colors are counted separately.
- Below MOQ: possible, with a unit-price surcharge of 15%–30%.
- What the price includes: basic packaging (PE bag and outer carton), hangtag, care label and color box. Prices are quoted FOB Tianjin.
- Repeat orders: MOQ 500 units.
Group 4: Payment Terms
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| What deposit do you need, and when? | Sets your cash outlay and risk. | A percentage and the trigger. | "Some deposit first." |
| When is the balance due? | Decides your leverage at shipment. | A clear trigger: before shipment or against a bill of lading copy. | "Before goods are ready." |
| Which payment methods do you accept? | Fees and protection differ. | A list, with which applies to which order type. | "Any." |
| Whose name is on the bank account? | Payee mismatches are a fraud pattern. | The same company as the contract. | A personal account. |
Our answers
- Deposit: 30% for bulk orders; full payment for small orders under about $1,000.
- Balance: 70% before shipment on a first order; against a copy of the bill of lading from the second order.
- Methods: T/T as standard; Alibaba Trade Assurance for first orders; letters of credit for orders of $50,000 and above; PayPal for sample fees and courier charges.
- Payee: a bank account in the same company name as the contract.
Group 5: Lead Time and Delays
Buyers rarely just want to know "how long". They want to know whether the goods will arrive before their launch date, and what happens if they won’t.
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| What is the lead time, and when does the clock start? | A number without a start event means little. | Stage by stage, with the start event and calendar or working days. | "About 30 days." |
| Can you meet my date? | Your launch is the real deadline. | Yes or no, honestly; if it’s tight, a rush plan with its costs. | "No problem" to any date. |
| How will you report progress? | Problems surface earlier with routine updates. | A fixed rhythm and named milestones with photos. | "We’ll update you." |
| What happens if the order is late? | Buyers fear silence more than delay. | A notice period and a compensation rule. | "It won’t be late." |
Our answers
- Bulk lead time (calendar days): 20–25 days for 500–1,000 units, 25–30 for 1,000–3,000, 30–35 for 3,000–5,000 and 35–45 for 5,000+; peak season (August–November) may add 1–2 weeks to the largest orders. The clock starts on the later of written sample approval and deposit receipt. Freight is not included.
- Rush orders: quoted case by case; the extra costs, such as air freight or overtime, are agreed between us in advance.
- Progress: a weekly update, plus photos at five milestones: fabric arrival, first-piece inspection, in-process spot check, final inspection and packing complete.
- Delays: we notify within 24 hours of spotting a risk, with the cause, a new date and a recovery plan. For factory-side delays: within 3 days, a verbal apology and a small discount on a later order; 3–7 days, a free packaging upgrade or part of the expedited freight cost; more than 7 days, 3%–5% off the next order plus free spare units.
Group 6: Quality and Compliance
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| What if bulk doesn’t match the sample? | This is the risk buyers worry about most. | A signed golden sample, an inspection standard and rework or replacement at the factory’s cost. | "Don’t worry, our quality is very good." |
| Which inspection standard do you use? | "Good quality" needs a number. | A named standard with an AQL for each defect class. | "We check everything." |
| Do you allow third-party inspection? | Tests whether there is anything to hide. | A plain yes, with access to the line and QC records. | Hesitation or conditions. |
| Do you outsource any processes? | Outsourced steps need the same control. | Lists them and how they are controlled. | "Everything in-house" when it isn’t. |
| Who issues the Children’s Product Certificate? | Some factories claim they can issue it. | The importer; the factory supplies test reports and material data. | "We’ll give you the CPC." |
That last question catches out some suppliers’ marketing. One plush factory’s buyer checklist, for example, says a manufacturer should issue the Children’s Product Certificate (Plushtoys-Factory). Under CPSC rules, the importer (for products made overseas) or the domestic manufacturer issues the CPC, based on passing results from a CPSC-accepted third-party laboratory (CPSC). For toys, the underlying standard is ASTM F963, made mandatory by the CPSIA and codified at 16 CFR part 1250 (CPSC).
Our answers
- Bulk vs sample: we keep a golden sample signed by both sides. All bulk is inspected against it, and if a quality problem is found we arrange rework or replacement at our cost.
- Standard: ANSI/ASQ Z1.4, general inspection level II, AQL 0 for critical, 2.5 for major and 4.0 for minor defects (ASQ).
- Third-party inspection: welcome. SGS, Intertek or QIMA get full access to the production line and our QC records.
- Outsourcing: embroidery and printing are outsourced, and we say so in the quote; outside suppliers match colors and sign a color card before work starts.
- Testing: we work with SGS, Intertek, BV and TÜV and send samples to whichever lab you choose. We provide test reports, material data and a bill of materials; the CPC is yours to issue as importer.
Group 7: IP, Packaging and After-Sales
| Question | Why ask | Strong answer | Weak answer |
|---|---|---|---|
| Will you sign an NDA? | Your artwork is your product. | Yes, before you send files. | "Trust us." |
| Who owns the patterns and embroidery files? | Without them you can’t move production. | The client, and they will be handed over if you move. | "They stay with the factory." |
| Will you show or sell my design to others? | Factories often reuse catalogue photos. | No, in writing. | "Only on our website." |
| Can you help with packaging design? | Many say yes and can’t deliver. | An honest scope: templates and sizes, with an artwork check. | "Yes, everything." |
| What happens if I find defects after delivery? | You need a claim window and a remedy. | A claim period, the evidence needed and how it is settled. | "Contact us." |
On confidentiality, Harris Sliwoski, a law firm that handles China manufacturing, points out that a conventional NDA focuses on disclosure, while the bigger risks with a Chinese factory are unauthorized use and circumvention. A properly drafted NNN agreement (non-disclosure, non-use and non-circumvention) covers all three (Harris Sliwoski).
Our answers
- NDA: yes, we sign one.
- Patterns and files: they belong to the client, and we hand them over if you move production to another factory.
- Your design: we do not display or sell clients’ custom designs.
- Packaging: we provide packaging templates and size specifications. For custom artwork we recommend working with a designer, and we review the artwork for production feasibility.
- After-sales: quality claims within 30 days of receiving the goods, with product videos and a test report as evidence; settled as a credit against your next order.
- Communication: we reply within 24 hours.
The One-Page Supplier Checklist
Copy this into your request for quotation (RFQ) and send the same list to every factory on your shortlist. Comparing answers side by side is the quickest supplier evaluation checklist there is.
| Topic | Ask | Write down |
|---|---|---|
| Identity | Factory or trader? Live video tour? Audits held? | Registered name; audits named |
| Testing | EN71 / ASTM F963 / CPSIA reports? Which lab? | Lab, report dates, applicant |
| Sampling | Fee, inclusions, timing, free revisions, credit terms, PPS? | Fee; days; rounds; threshold and method |
| MOQ and price | MOQ per design and color? Below-MOQ surcharge? What’s included? Trade term and port? | MOQ; inclusions; FOB / EXW port |
| Payment | Deposit? Balance trigger? Methods? Payee name? | Percentages; trigger; account holder |
| Lead time | Bulk days by quantity? Start event? Reporting? Delay rules? | Days; start event; compensation |
| Quality | Golden sample? AQL? Third-party inspection? Outsourcing? | Standard; levels; outsourced steps |
| IP and after-sales | NDA / NNN? Pattern ownership? Claim window and remedy? | Signed or not; claim days; remedy |
- Send the basics first. Share what you want made, the size and the quantity, and ask the identity questions.
- Ask price and lead time next. Ask the MOQ, pricing, payment and lead-time questions once the factory has quoted.
- Finish with details. Cover sampling, quality, packaging and IP before you pay a sample fee.
- Compare in one table. Put every factory’s answers side by side in the checklist above.
- Put answers in writing. Move the answers you rely on into the quotation, NDA and contract.
Send this checklist to us
Send us the one-page checklist with your project details. We will answer every line in writing, so you can compare us with any other factory on the same terms.
Our Answers at a Glance
Every answer above in one place, as a custom stuffed animal manufacturer would want them written into a contract:
- Who we are: a manufacturer in Baoding, Hebei, with ISO 9001, Sedex/SMETA and BSCI audits; video tours on request; replies within 24 hours.
- Samples: ¥200–2,000 by type; 7–10 working days; two free revisions; credited on the first bulk order by threshold, capped at 5%; free pre-production sample.
- MOQ and price: 500 units per design and per color; 15%–30% surcharge below that; FOB Tianjin, including PE bag, outer carton, hangtag, care label and color box.
- Payment: 30% deposit; 70% before shipment on a first order, then against a bill of lading copy.
- Lead time: 20–45 calendar days by quantity from the later of sample approval and deposit; weekly updates; 24-hour delay notice.
- Quality: golden sample; Z1.4 level II, AQL 0 / 2.5 / 4.0; third-party inspection welcome.
- IP and after-sales: NDA signed; patterns belong to you; 30-day claim window, settled as a credit on your next order.
Request a Quote
Send your artwork, size, quantity and target date. We will reply with a quote and written answers to the questions in this checklist.
CONTACT – Plush Toy Manufacturer | Customized plush toysFrequently Asked Questions
What should I ask a plush manufacturer before my first order?
Cover seven topics: identity and capability, sampling, MOQ and pricing, payment terms, lead time, quality and compliance, and IP and after-sales. For each, look for a specific answer you could put in a contract.
Is MOQ counted per design or per order?
At most custom plush factories it is per design, and often per color too. Our MOQ is 500 units per design, per color, with a 15%–30% surcharge for smaller quantities.
What should a custom plush quote include?
Ask for the trade term and port, and a list of what is included and excluded. Our prices are FOB Tianjin and include a PE bag, outer carton, hangtag, care label and color box.
Can a plush factory issue my CPC?
No. Under CPSC rules the importer, or the domestic manufacturer, issues the Children’s Product Certificate. The factory supplies test reports and material data to support it.
Who owns the patterns for my custom plush?
Ask before you start. At our factory the patterns and embroidery files belong to the client, and we hand them over if production moves elsewhere.
How long do I have to report defects after delivery?
It varies by factory, so get it in writing. We accept quality claims within 30 days of receipt, with product videos and a test report, settled as a credit on the next order.
References
- U.S. CPSC — Children’s Product Certificate (CPC) FAQ
- U.S. CPSC — Toy Safety Business Guidance
- ASQ — ANSI/ASQ Z1.4 & Z1.9 Quality Standards
- Harris Sliwoski — China NNN Agreement vs Manufacturing Agreement
- Sedex — SMETA audit
- National Enterprise Credit Information Publicity System (NECIPS)
- FactoryPlush — Custom Plush Toys: 19 Must-Ask Questions
- Plushtoys-Factory — How to Choose a Plush Toy Manufacturer: B2B Buyer’s Checklist
