Start with the garment
Tell the fabric team what you are making and who will wear it. A business shirt, a hotel uniform and a seasonal printed shirt can have different priorities even when their fabric weights look similar. Add the expected laundering routine and any garment construction constraints.
Describe the material
Include the fibre composition, yarn count or construction, weave, weight and usable width where known. If you are working from a physical sample, identify which qualities you want to retain and which you would like to change. A photograph is useful for appearance, but it cannot replace a swatch for handle.
Define colour and finish
Share a physical colour reference or agreed colour standard, explain whether you need a plain shade, yarn-dyed pattern or print, and describe the finish. If a performance claim is required, state the test method and target rather than relying on a general description.
Make the commercial context clear
Include the initial quantity by colour, target timing, destination and possible repeat requirements. Ask the supplier to confirm minimums, sample availability and the assumptions used in its quotation. An organised brief makes the next conversation more focused.