What should a factory search report include?
A factory search report should show which candidates were contacted, what they said, why any were ruled out, what remains unconfirmed and what the agent will do next. Keep supplier claims separate from checked facts and identify decisions needed from you. Cambridge China Bridge uses its own staff in China to support factory searches.
Agree what the update must help you decide
The existing guide on briefing a sourcing agent explains how to define capability and evidence requirements. The search update should show progress against that brief: what changed since the previous report, which requirements are blocking the search and whether you need to make a decision.
Agree when updates will arrive and which developments need an earlier message. Ask the agent to identify the brief version used. If you change the material, process or order scope, the report should show which earlier responses need checking again.
Keep a contact log beyond the shortlist
Include rejected and unanswered candidates alongside those still under consideration. Give each candidate a stable reference so a trading name change or a different salesperson does not create a duplicate. Keep discovered but uncontacted names separate from factories actually approached.
For each contact attempt, record the date, communication channel, recipient and outcome. Preserve the underlying reply or call note in a shared project folder. A message sent, a reply received and a capability confirmed are different stages; the report should make that distinction visible.
| Field | What to record |
|---|---|
| Candidate | Stable reference, company name, production address and how it was found |
| Contact | Date, channel, named recipient and role |
| Response | What was answered, declined or left unanswered, with a reply or call-note reference |
| Assessment | Requirement matched or missed, evidence checked and reason for the current status |
| Next action | Specific task, responsible person, agreed date and any buyer decision needed |
Report replies and rejection reasons precisely
Summarise replies against your requirements rather than writing “interested” or “good factory”. State whether a response concerns your specified product or a catalogue alternative. Label information as supplier-stated, document-reviewed or observed on site, and record any contradiction. Use factory capability verification for the checks behind those labels.
Separate a factory declining the enquiry from the agent rejecting it. Give the requirement and supporting reason: an unsuitable process, subcontracting outside the brief, unavailable evidence or unwillingness to discuss the proposed order. Silence means no response, not proof of incapability. If follow-up stops, record why and what would justify reopening the candidate.
Turn unresolved questions into assigned tasks
For each unresolved question, explain what is missing, why it matters and what would settle it. “Equipment unclear” is too vague. “Sales says the process is in-house; the production contact has not confirmed the location” tells you what remains uncertain. Assign the follow-up to a named person and record the agreed response date.
Show whether the gap blocks shortlisting, quotation or sampling. Separate questions for the factory from decisions only you can make, such as accepting an alternative material or subcontracted process. Do not treat silence from you as approval. Where order size or sample arrangements remain open, use minimum orders and sampling.
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End with the next search actions
Explain how the findings change the search. The next action might be approaching manufacturers with a different process, asking existing contacts for a production referral or checking whether the brief was misunderstood. Name the capability being sought and the question the next approach will test. “Search more factories” does not explain the work.
Finish with the recommended next step, the person responsible and when you will receive the next update. If no candidate currently fits, say so and explain the observed obstacle without claiming the whole market has been exhausted. Present any proposed change to the brief for your approval, including what it would compromise.
Frequently asked questions
Should my sourcing agent report factories that did not reply?
Yes. Record contact attempts, any follow-up and the current status. Keep unanswered candidates separate from rejected factories so silence is not mistaken for a failed capability check.
What rejection reasons should a factory search report give?
Name the requirement the candidate missed and the evidence behind that conclusion. Distinguish a factory declining your enquiry from the agent ruling it out, and state whether changed conditions could reopen it.
How often should a sourcing agent update me?
Agree a reporting schedule before the search starts, with earlier messages for findings that need your decision. Each update should show changes, unresolved tasks and the next reporting date.
What if the sourcing agent cannot find a suitable factory?
Ask for the contact log, recurring rejection reasons and unresolved questions. The agent should recommend a specific further search or explain a proposed brief change for your approval.