A pre-production meeting, often called a PP meeting, brings together the factory's production, quality and sometimes merchandising staff, and your team or inspector, before bulk starts. Its purpose is to confirm that everything needed for bulk is approved, available and understood, and to agree how problems will be handled. It is much cheaper to fix a misunderstanding here than after cutting.

Approved samples and comments

Lay out the approved pre-production sample, the sealed or signed reference, and every outstanding comment from earlier sample rounds. Confirm each comment has been applied. If anything is still open, decide now whether bulk waits or proceeds with a clear written correction.

Fabric and trims

Check bulk fabric against the approved swatch for colour, hand feel and weight measured with a named method such as ASTM D3776. Review fabric test results, including shrinkage after a named wash procedure such as ISO 6330. Check that bulk trims, labels, zips, drawcords and packaging match the approved items.

Construction and measurements

Go through the construction details on the sample: stitch types, seam allowances, topstitching and any critical points. Review the graded measurement spec and tolerances, and confirm how the factory will measure. Discuss any special operations, such as print or embroidery, and who does them.

Testing, inspection and packing

Confirm which tests are needed on bulk and when. Agree inspection timing and standards, including the defect list and AQL levels under ISO 2859-1. Review folding, labelling, polybag, carton and shipping mark requirements.

Timeline and risks

Review the production schedule: cutting, sewing, finishing, inspection and shipping dates. Ask the factory what it sees as the risks, such as a tight trim delivery or a difficult operation.

Record it

Write meeting notes with decisions and actions, signed or confirmed by email by both sides. Those notes become part of the reference for inspection.

Hold the meeting at the factory if possible, with the bulk fabric and trims on the table, rather than relying on photos. A short follow-up check on the first cut panels and the first finished pieces from the line confirms that the agreed points have actually been applied before the bulk of the order is sewn.