How much stock do I need before a promotion?
Base your stock plan on a documented, reasonable estimate of demand. Show that you can meet that response, or clearly explain availability limits before customers participate. Count saleable, allocated goods and check replenishment separately. Cambridge China Bridge can help check stock and factory replenishment plans.
Start with demand, rather than a fixed stock minimum
The CAP availability rule uses a reasonable response estimate rather than a universal stock minimum. You must demonstrate your estimate and either show you could meet it or give consumers clear, timely information about availability limits and likely demand.
Keep a forecast showing comparable promotions, their actual take-up and why this offer may perform differently. Consider the saving or gift, audience, advertising reach, season, participating outlets and potential sharing. If you lack comparable sales, record your assumptions and consider a narrower launch that you can support. See our guide to separating normal demand from sales spikes when reviewing sales history.
Count what you can actually fulfil
Create an inventory by product, size, colour and sales channel. Deduct existing orders, reserved goods and stock awaiting checks or repacking. Separate goods ready for dispatch from goods at the factory or in transit. Do not treat a supplier's production capacity as available stock.
Ask your China team to reconcile reserved quantities with inspection and loading records. Assess replenishment through production, shipment and warehouse receipt before relying on it for customer promises. Our stock-lot guide covers lot checks; our inspection guide explains how to brief checks. For storage arrangements, see UK self-storage for imported stock. See our guide to ordering back-to-school stock from China.
Explain limits before customers commit
If your allocation cannot cover estimated demand, make the limitation and likely demand clear enough for customers to decide whether to participate. The CAP Code says that 'subject to availability' does not remove your obligation to do everything reasonable to avoid disappointing participants.
Draft wording around the actual offer: eligible products, excluded variants, participating channels and whether goods are ready for dispatch or awaiting arrival. Keep stock statements consistent across adverts, product pages and checkout. For imported gifts, use our promotional merchandise guide for branding and product checks.
Prepare a response before stock runs short
Where an unexpectedly high response or another unanticipated factor outside your control prevents fulfilment of estimated demand, the CAP Code requires relevant, timely communication with applicants and consumers. Where detriment is likely, it requires a refund or reasonable substitute product.
Assign someone to monitor allocations and update advertising. Prepare a message explaining the affected item, order status, available options and next update. Contact affected customers directly, keep dispatch estimates grounded in confirmed information, and agree any substitute with the customer. Pause exhausted offers while you reconcile remaining stock.
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Keep a launch and shortage record
Before launch, save the forecast, allocation, stock evidence, replenishment assumptions and approved advert wording together. Record who checked the match between the offer and the fulfilment plan. Set an internal trigger for reviewing the campaign when remaining stock or inbound plans change.
During the promotion, retain stock updates, advert changes, customer messages and remedies offered. Afterwards, compare actual demand with the forecast and record the causes of shortages. Give Cambridge China Bridge the campaign requirements so its staff in China can check factory stock and replenishment evidence against your plan.
Frequently asked questions
Is there a minimum stock quantity for a promotion?
The CAP availability rule uses a reasonable demand estimate, rather than a universal quantity. Demonstrate the estimate and your ability to meet it, or clearly explain availability limits and likely demand.
Can I advertise stock that is still coming from China?
Separate inbound goods from dispatch-ready stock. Check the arrival and fulfilment plan, and describe availability clearly enough for customers to decide whether to participate. Avoid unsupported dispatch promises.
Is 'subject to availability' enough?
No. The CAP Code says it does not remove the obligation to do everything reasonable to avoid disappointing participants. Explain the actual limitation rather than relying on that phrase.
What should I tell customers if promotional stock runs out?
Explain the affected item, order status and available options promptly. If unexpected demand prevents fulfilment of your estimate, the CAP Code requires timely communication and, where detriment is likely, a refund or reasonable substitute.