When should I reserve a factory production slot?
Request a provisional slot when your seasonal delivery deadline is clear but approvals are still open. Confirm allocation only when the factory has evidenced capacity, material readiness and an agreed release schedule, with expiry and payment terms recorded. Cambridge China Bridge can check this with its own staff in China.
Work backwards from saleable stock
Start with the date stock must be received, checked and available for sale. Work backwards through delivery, customs clearance, transport, inspection, possible rework, production and material preparation. Ask the factory to identify the latest order-release date that still supports that plan. Use the seasonal buying guide for the wider programme.
Request a provisional hold while samples, artwork or demand are being settled if waiting could lose the suitable production window. Commit when the unresolved decisions are small enough to manage and the schedule is supported by evidence. If the plan only works by assuming every stage goes perfectly, revise it before paying.
Define what the slot actually reserves
Use these descriptions as working definitions and ask the factory to accept them in writing. A provisional slot is a conditional hold while named requirements remain outstanding. Confirmed allocation means the factory has accepted the identified order into its production schedule, with capacity assigned and remaining dependencies recorded. Neither description alone proves when stock will arrive.
Identify the production site, relevant line or process, product specification, quantity, planned start and completion, and the person responsible for scheduling. State whether the arrangement reserves capacity only or also authorises material purchasing or production. A deposit receipt alone does not show that the scheduling team has allocated capacity.
Agree expiry before accepting the hold
Ask for an exact expiry date, time and time zone, plus the conditions for converting the hold into confirmed allocation. Name each required approval, order document and payment milestone, who provides it and how receipt is acknowledged. Agree whether expiry releases the capacity automatically or triggers a warning, and whether an extension needs fresh written acceptance.
Record what happens if approvals are late, quantities change, materials become unavailable or the factory moves the slot. Agree the treatment of any reservation payment, including credit against the order, refund conditions and deductions for authorised work. Require separate approval before irreversible material purchases. Do not assume that a paid hold lasts indefinitely.
Collect evidence before committing
Ask the production planner for a dated schedule showing your order reference, relevant capacity, competing workload and bottleneck processes, with other customers’ details redacted. Request material availability or supplier acknowledgements tied to your order, and confirmation of any subcontracted work. The capacity-check guide explains how to test the underlying capacity claim; use the factory audit guide for capability checks.
Match the allocation to the approved sample, specification revision, packaging and inspection plan. Ask for a schedule that leaves room for outstanding tests and corrective work. UK manufacturers and importers placing products on the market need to demonstrate compliance with relevant safety requirements. Treat a capacity reservation as a planning step, separate from product approval. For failed batches, see our guide to production hold decisions.
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Confirm allocation and control changes
Record the agreed status and release conditions in the production purchase order or an attached allocation record. Ask the factory’s scheduling contact to acknowledge that the conditions have been met and capacity assigned. Keep the accepted schedule, approval records and payment acknowledgement together. Make clear who can authorise production and who can approve changes.
After confirmation, request updates against the agreed milestones. If a milestone slips, ask for the cause, affected operations and revised completion plan before accepting a new date. Recheck the seasonal delivery plan when the specification, quantity, material or production site changes. If the selling window can no longer be met, discuss alternatives before authorising further spending.
Frequently asked questions
How early should I reserve a seasonal production slot?
Work backwards from when saleable stock is needed. Ask the factory for its latest feasible release date, then seek a provisional hold while outstanding approvals are resolved.
Does paying a deposit confirm my factory slot?
Ask for written acknowledgement from the scheduling contact, tied to your order, assigned capacity and accepted dates. Keep the deposit receipt alongside that confirmation.
What happens when a provisional slot expires?
Agree this before accepting the hold: capacity release, warning or extension, plus the treatment of any payment. Seek written renewal if the release conditions cannot be met.
Can I reserve capacity before approving the sample?
Ask for a conditional hold that identifies the outstanding sample approval. State separately whether material purchasing is authorised and what spending needs your approval.