'How quickly can you deliver?' is one of the first questions every client asks. A quick, optimistic answer is tempting, especially when competitors promise short lead times. But a missed date costs more than a lost order: penalties, express transport at your own expense and, more often than not, the client. A realistic lead time is built from its components, not guessed.
What lead time is made of
For a full-package knitwear order, total lead time is the sum of several stages, some of which can overlap:
- development and approvals: tech pack, samples, lab dip, strike-off;
- fabric supply: from stock, a few days; made to order, typically several weeks depending on the supplier and the mill's workload;
- trims supply: woven labels, custom packaging and special drawcords can have their own lead times;
- production: cutting, sewing, possibly outside printing or embroidery, finishing;
- inspection and packing;
- transport to the client.
Under CMT, lead time covers production only, but it starts running only once the complete fabric and trims have arrived. Say so explicitly in your quote.
Worked example for a uniform order
Let's assume an order of 800 uniform sweatshirts for a logistics company, in navy, with chest embroidery. You could estimate the lead time like this, using hypothetical values:
- PP sample and embroidery approval: 1–2 weeks.
- Fabric: a few days if from stock; several weeks if made to order.
- Labels and packaging: in parallel with the fabric.
- Cutting and sewing: at, say, 150 pieces a day for this style, about 6 working days, plus line start-up.
- Embroidery at a subcontractor: 3–5 days including transport.
- Final inspection and packing: 2 days.
- Transport: 1–3 days within Romania.
With stock fabric, the total might be in the region of four to five weeks from confirmation. With made-to-order fabric, add the fabric production time. For a client who needs uniforms for a warehouse opening, that difference is decisive.
For a navy uniform sweatshirt, a stock fabric such as our navy 220 g 2-thread fleece shortens the lead time directly: it has a brushed back that is comfortable in cool workplaces, a practical dark colour and it takes embroidery well.
Buffer time: how much and where
No plan runs perfectly. Add a buffer of 10–20% of the total duration, depending on how new the product is and how sure you are of your suppliers. Put the buffer at the end rather than spreading it across stages, so it is not quietly used up.
For new clients, new products and special shades, choose the upper end of the range. For repeats of known products you can be tighter.
Lead time also depends on the client
Many stages depend on the client's response: sample approval, colour, print, deposit payment. Phrase the lead time conditionally: 'delivery X weeks from PP approval and receipt of deposit'. Do not promise a fixed calendar date if you do not control every stage.
If an approval is a week late, the final date moves by a week. Put that in writing at the time of the delay, not at the end.
Shortening lead time without risking quality
- use stock fabrics for urgent orders;
- order long-lead trims in parallel with sampling, based on approved specifications;
- book subcontractor capacity as soon as the order is confirmed;
- split delivery: a first batch of the urgent colours or sizes, the rest later;
- standardise: basic products with known patterns and consumption run faster.
How to communicate lead time
In your quote, show lead time by stage, not just as one number. The client sees where they can help (fast approvals, timely payment) and where the limits are. An informed client accepts a longer lead time more readily than one surprised by a delay.
For accurate estimates, check our available fabric stock before giving a date. For made-to-order articles, ask for a quote with production lead time; we produce in 220 colours from 150 kg per colour per article, and deliver by courier across Romania and the EU, or you can collect in Afumați.
Frequently asked questions
Should I accept late-delivery penalties?
It is a commercial decision. If you accept them, tie them to the stages you control and state that the date extends automatically for delays caused by the client, such as approvals or payment. Cap the penalty amount and define it clearly in the contract.
What lead time do I quote for an identical repeat order?
Usually shorter, because development and approvals are no longer needed. Fabric, trims and production remain. Check, though, that fabric and trims are available and whether the shade of the new lot needs to be approved again.
What if the fabric arrives late?
Tell the client immediately and offer options: equivalent stock fabric, partial delivery or a new date. Under CMT, if the client's fabric is late, the date moves accordingly, as stated in your quote. Record the actual fabric arrival date.
