How to Create a Fabric Specification Sheet for Bulk Apparel Orders

Introduction

A fabric specification sheet is an essential document for clothing brands, garment manufacturers and textile buyers. It records the technical requirements of a fabric so that suppliers and manufacturers understand exactly what is needed before bulk production begins.

Without a clear specification sheet, buyers may receive fabric with the wrong GSM, width, colour, composition or construction. These differences can affect garment fit, fabric consumption, production efficiency and final product quality.

For businesses sourcing polyester knitted fabrics in bulk, a well-prepared specification sheet helps reduce misunderstandings, improve quality control and maintain consistency across repeat orders.

In this guide, we explain what a fabric specification sheet should include, how to prepare one and what bulk buyers should check before confirming an order.

1. What Is a Fabric Specification Sheet?

A fabric specification sheet is a technical document that describes the required characteristics of a fabric. It acts as a reference for purchasing, sampling, production and quality inspection.

Depending on the product, it may include:

• Fabric name and construction

• Fibre composition

• GSM (grams per square metre)

• Fabric width or DIA

• Colour and shade reference

• Stretch and recovery requirements

• Finishing requirements

• Testing and acceptance criteria

• Order quantity and delivery requirements

For example, a buyer ordering polyester fabric for sportswear should specify more than just the fabric name. The GSM, construction, colour, width, performance requirements and intended application should also be clear.

The main objective is simple: make sure the buyer and supplier are working to the same technical requirements.

2. Essential Details to Include in a Fabric Specification Sheet

A. Fabric Name and Construction

Start by identifying the fabric clearly.

Examples include:

• Single Jersey

• Polyester Honeycomb

• Micro Honeycomb

• Lacosta or Piqué Knit

• Polyester Mesh

• Jacquard Knit

• Interlock Knit

Fabric names can vary between suppliers. Therefore, include the actual construction or a reference sample wherever possible instead of relying only on a commercial name.

B. Fibre Composition

Specify the fibre content required for the fabric.

Examples:

• 100% polyester

• Polyester with elastane

• Polyester-cotton blend

If the garment requires stretch, moisture management or a particular hand feel, the composition should be selected according to the product's intended use.

Do not assume that two fabrics with similar names have identical compositions.

C. GSM (Fabric Weight)

GSM stands for grams per square metre. It indicates the weight of a fabric over a defined area.

Examples of specification entries:

The acceptable GSM tolerance should be agreed upon before production. Do not use a universal tolerance without considering the fabric type, buyer requirements and applicable testing method.

Learn more in our guide to fabric GSM and how to choose the right GSM.

D. Fabric Width or DIA

Fabric width affects pattern placement, fabric consumption and cutting efficiency.

For tubular knitted fabrics, buyers may specify the diameter (DIA). For open-width fabrics, usable width is often more relevant.

Your specification should clarify:

• Required DIA or open width

• Whether the measurement is nominal or usable

• The measurement method

• Any agreed tolerance

This helps prevent differences between the width quoted during purchasing and the width available during garment production.

E. Colour and Shade Reference

Colour requirements should be clearly documented, particularly for repeat orders and bulk garment production.

Include:

• Approved colour name or code

• Physical swatch or approved lab dip

• Pantone reference, where applicable

• Shade approval status

• Requirements for shade consistency between rolls or lots

A colour name such as navy, black or bottle green may not be sufficient for exact colour matching.

For critical orders, retain an approved physical reference and confirm how shade variation will be assessed.

F. Stretch, Recovery and Performance

Performance requirements depend on the garment application.

For sportswear or stretch garments, consider specifying:

• Stretch direction

• Required stretch performance

• Recovery after stretching

• Dimensional stability

• Moisture-management requirements, if relevant

• Pilling or abrasion resistance, where required

Not every fabric needs every test. Select the requirements based on the garment's intended use and the buyer's quality standards.

3. Fabric Specification Sheet: Practical Example

The following example illustrates how a specification sheet for a polyester knitted fabric might be structured.

This example is a template, not a claim that every polyester honeycomb fabric has these specifications. Actual construction, GSM, width and performance must be confirmed for the specific product.

4. Why Fabric Specifications Matter for Bulk Orders

Better communication with suppliers

A written document reduces dependence on verbal instructions and makes it easier to compare supplier quotations against the same requirements.

More consistent repeat orders

When the original specification and approved sample are retained, buyers have a reference for future orders.

However, the specification alone does not guarantee identical results. Suppliers must also follow the agreed production and quality-control process.

Improved fabric consumption planning

GSM and usable width can influence fabric consumption calculations. Incorrect assumptions may lead to material shortages or excess purchasing.

Reduced production delays

Clarifying technical requirements before ordering helps identify issues earlier, rather than discovering them during cutting, stitching or finishing.

Easier quality inspection

Inspectors can compare delivered fabric against documented requirements instead of relying on subjective descriptions such as “good quality” or “standard thickness.”

5. How to Prepare a Fabric Specification Sheet Step by Step

Step 1: Define the garment application.

Identify whether the fabric is intended for T-shirts, polo shirts, sportswear, uniforms, leggings or another product.

Step 2: Select the fabric construction.

Confirm the required knit structure, composition and finishing based on the garment's needs.

Step 3: Record the technical parameters.

Document GSM, DIA or usable width, colour, stretch and any other relevant specifications.

Step 4: Define measurable acceptance criteria.

Agree on tolerances and test methods for critical properties. Avoid vague requirements that cannot be measured consistently.

Step 5: Approve the sample.

Review the fabric's appearance, feel, colour and performance. Conduct relevant tests before approving it for bulk production.

Step 6: Link the specification to the purchase order.

Ensure the supplier can identify which specification revision applies to the order.

Step 7: Inspect the delivered fabric.

Compare the delivered material with the approved specification and sample. Record any non-conformities before releasing the material for production.

6. Common Mistakes to Avoid

Bulk buyers should avoid these common specification errors:

• Providing only the fabric name without construction details.

• Omitting GSM or width requirements.

• Assuming a colour name guarantees an exact shade.

• Leaving tolerance limits undefined.

• Failing to approve a sample before bulk production.

• Ignoring shrinkage, stretch or recovery when these affect the garment.

• Changing specifications without informing the supplier.

• Failing to retain approved samples and previous order records.

A specification sheet should be detailed enough to control quality without including irrelevant tests or unnecessary information.

7. Fabric Specification Sheets for Different Apparel Categories

The information required depends on the end use.

These are starting points. The final specification should reflect the buyer's product design, performance requirements and applicable quality standards.

8. Digital Fabric Specifications and Supplier Communication

Maintaining specifications digitally can improve purchasing and production coordination.

A structured spreadsheet or product information system can record:

• Fabric identification and supplier details

• Technical specifications

• Approved colour references

• Sample approval status

• Purchase order references

• Inspection results

• Previous order specifications

For businesses managing many fabrics, consistent naming conventions and revision control are particularly important.

When a specification changes, update the revision and communicate it to the supplier. This helps prevent an outdated document from being used for a new production order.

9. How to Choose a Reliable Fabric Supplier

A good supplier should be able to understand your requirements and communicate clearly about product specifications, availability and quality expectations.

Before placing a bulk order, evaluate:

• Range of available fabric constructions

• Ability to provide technical details

• Sample availability

• Colour and shade-control procedures

• Consistency across repeat orders

• Clear communication about lead time and quantity

• Willingness to resolve documented quality issues

For bulk buyers, the lowest quoted price is not necessarily the lowest total cost. Fabric variation, wastage, production delays and rejected material can increase the overall cost of an order.

Read our related guide: How Clothing Brands Choose the Right Fabric Supplier: A Complete B2B Buying Guide.

10. Why Choose Walrus – Yes India Can for Fabric Sourcing?

Walrus – Yes India Can, based in Tiruppur, Tamil Nadu, supports clothing brands, garment manufacturers and wholesale buyers sourcing polyester fabrics for apparel production.

Our fabric range includes polyester knits, sportswear fabrics, mesh, honeycomb and Lacosta fabrics for different garment applications.

Clear technical requirements help buyers and suppliers align on fabric selection before bulk orders are confirmed.

Explore our Wholesale Polyester Fabric Collection to review available fabric options.

Frequently Asked Questions

What is a fabric specification sheet?

A fabric specification sheet is a technical document describing a fabric's construction, composition, GSM, width, colour and other required quality characteristics.

Is GSM enough to specify a fabric?

No. GSM describes fabric weight, but it does not establish composition, construction, usable width, colour, stretch, durability or other performance characteristics.

Should a fabric specification sheet include tolerances?

Yes. Where measurable properties are important, the buyer and supplier should agree on acceptable tolerances and the relevant measurement method before production.

Why is sample approval important before bulk fabric orders?

Sample approval provides a reference for appearance, colour, feel and relevant performance characteristics. It helps identify potential problems before large quantities are produced or purchased.

Can the same specification sheet be used for every fabric?

No. A basic template can be reused, but the required parameters and tests should change according to fabric construction and garment application.

Who prepares the fabric specification sheet?

It may be prepared by the buyer, product developer, garment manufacturer or sourcing team. The supplier should review and confirm the agreed requirements before production.

Conclusion

A fabric specification sheet is a practical tool for controlling quality, improving supplier communication and reducing uncertainty in bulk apparel orders.

By documenting fabric construction, composition, GSM, width, colour and application-specific performance requirements, clothing brands can make better purchasing decisions and establish clear expectations before production begins.

For repeat orders, maintaining approved samples, specification revisions and inspection records is just as important as preparing the original document.

The best next step is to create a standard fabric specification template and use it for every new bulk order.