Your brief should explain what the product needs to do, not just what it should look like. A component for a craft kit may need a different size, back, assortment or pack format from one used in a decorative accessory. Here is how we review resin and polymer clay requests, work through samples and agree the details for a bulk order.
Start with the product and its use
Explain where the component will be used: a craft kit, decorative accessory, slime assortment or another application. Include the destination market, target audience, required arrival window and estimated quantity with its unit. Pieces, grams, bags and sets are different quotation bases. For an existing design, send the exact SKU and product link; for a new design, send authorized artwork, reference images or a dimensioned sketch. Separate essential features from preferences so alternatives can be discussed without losing the purpose of the project.
Mark essential features separately from preferences, and tell us who will approve the sample. A short list of priorities helps us suggest a workable alternative when a detail is difficult to reproduce. Keep the same project reference on drawings, quotations and sample feedback.
Confirm feasibility and development terms
Before development starts, compare an existing product or available tooling option with a genuinely new design. Changing colors or packing may follow a different route from changing the physical shape. The review should identify features that need adjustment, proposed material, sample scope and the sequence of approvals. Confirm development, drawing, tooling and sample charges where applicable, revision scope, sample shipping and estimated timing in writing. MOQ and bulk pricing must be assessed for the defined design and quantity. Tooling ownership, storage, permitted reuse and any exclusivity are governed only by the agreed project terms.
Ask what the quotation includes and which decisions must be settled before the next step. If the scope changes, confirm the revised work and charges rather than assuming the original sample arrangement still applies.
Before development: confirm the scope, applicable fees and revision arrangements in writing.
Resin: shape, back and finish
For a custom resin charm, review the front, side and back rather than the front illustration alone. Specify overall dimensions, thickness, raised detail, back profile and any hole or attachment position. A flatback, drilled part and dimensional charm are different requirements. Discuss color placement, surface texture and gloss or matte direction using agreed references. Where a drawing or 3D model is appropriate, approve the relevant views and dimensions before new tooling is made. Existing tooling may avoid that step when the required shape already exists and its use is agreed. New mold development is conditional on design feasibility and the confirmed scope.
If the part will be glued or attached to another component, include that base and the attachment method in the brief. Confirm any critical contact surface or hole location with dimensions. A front-view image is useful for appearance, but it cannot settle those details.
Polymer clay: pattern, form and mixture
For polymer clay, first distinguish thin slices, sprinkle-style mixes and three-dimensional pieces. Specify the motif, palette, dimensions and thickness or overall form. For a mix, list required components, excluded designs and target ratios; say whether every individual pack must contain every motif. Small pattern details, color boundaries and slice thickness need review against a physical sample. Not every polymer clay project needs a 3D model or a new mold. Pattern preparation, forming or tooling steps depend on the proposed product. HAIBU confirms the suitable route after reviewing the design, size and quantity instead of applying the resin sequence automatically.
For a counted assortment, say whether the number of pieces matters more than total weight. For a weight-based mixture, define the visual balance you want and any essential motifs. Agree what variation is acceptable instead of assuming every bag will be identical.
Check the physical sample
A drawing, render or artwork proof records design intent. It does not establish the feel, actual color, finish, scale or behavior of the finished material. Use digital approval to settle the features that can be reviewed on screen, then move to the agreed physical sample stage. For resin, that may follow approved modeling and tooling. For polymer clay, it follows the confirmed pattern or forming route. Sample finishing and checking should address the agreed dimensions, visible details, color direction and presentation. If a feature differs from the brief, identify it before dispatch rather than letting a sample silently redefine the specification.
Agree which sample variations are needed and how they will be identified. Ask for photos of the relevant front, side or back views before dispatch, and keep the sample revision with those images. Photos help communication; they do not replace a physical trial when fit or material behavior matters.
Send feedback and approve one version
After delivery, review the physical sample in your intended application. Check size, thickness, appearance, back or attachment fit and relevant handling requirements. If the component will contact another material, include that actual material in your evaluation. For polymer clay mixtures, inspect both the pieces and the proposed assortment; for resin, include the rear surface and dimensional features. Return consolidated feedback with marked photos and measurable changes. HAIBU reviews the requested revisions and confirms any effect on charges or schedule before another round. Keep superseded versions clearly marked so production is never based on a mixture of approvals.
Use one marked set of photos and one revision list. Keep a dated record of the approved sample and specification, and clearly mark older versions as superseded. This gives both sides the same reference for the bulk order.
Sample approval does not place a bulk order. Approve the final sample version in writing, then confirm the separate bulk terms.
Agree bulk terms and inspection points
Use the approved sample as the reference for a separate bulk quotation and order confirmation. Agree quantity, unit price, MOQ, payment terms, production timing and delivery scope for that order. Define the checks that matter: resin shape, back, hole position and finish; polymer clay pattern, dimensions, thickness and mix balance, as applicable. Record any agreed tolerances, inspection method and handling of differences before production. Ask about documents against the exact SKU, material, project and destination market. Visual checking and sample approval do not establish safety certification or replace applicable testing. Any testing requirement needs its own confirmed scope.
Before agreeing inspection, identify the features that would prevent you from using the product and the appearance differences you can accept. These priorities help define meaningful checks. The order specification should say how an unexpected difference will be reported and resolved.
Ask about documents for the exact SKU, material, project and destination market. Visual QC is not safety certification.
Set the packing and label requirements
Define whether the product is supplied by piece count or net weight and how those units become bags, jars, sets or cartons. Net weight alone does not guarantee a fixed piece count. For mixed packs, specify the ratio and any permitted variation. Review labels, barcodes, buyer artwork, packing identification and required warnings before printing. Consider protection for raised resin details or thin polymer clay pieces within the agreed transport arrangement. Where packaging affects presentation or use, request a packed sample or other agreed verification. Buyer approval of label content should be based on the destination and application requirements.
Keep the final label file and packing instructions with the approved product revision. If several SKUs share a carton, define how they are identified and counted. Confirm any extra protection or packing materials in the quotation rather than leaving them to the shipping stage.
Keep delivery and reorder records
Before shipment handover, confirm the final quantities, carton information, agreed checks and required shipping documents. Clarify the delivery method, destination and responsibilities under the order terms. Keep the approved sample identifier, product specification, packing files and accepted changes together. On a reorder, quote that version and list any changes to color, size, motif ratio, packaging, use or market. An earlier approval should not automatically cover a revised design or a different application. HAIBU reviews current feasibility, availability, commercial terms and any affected documentation for the new order.
When you reorder, send the previous order number and approved revision, then list changes separately. This is especially important if you are changing pack size, adding a new market or using the same component in a different finished product.