A pre-production meeting (PP meeting) is held before bulk production of a style starts. Its purpose is to make sure everyone who will make the garment understands it, knows the buyer's requirements and has agreed how to handle the risks. Many problems that appear at final inspection could have been prevented by a good PP meeting.
When to hold it#
After the pre-production sample is approved and bulk fabric and trims are available (or their status is known), and before cutting starts. For repeat styles, a shorter meeting still helps to confirm what has changed.
Who attends#
- Merchandiser (leads or coordinates)
- Quality manager and line quality staff
- Production manager and line supervisor
- Cutting in-charge
- Industrial engineer
- Pattern maker or sample room head
- Maintenance, for special machines or attachments
- Washing, printing or embroidery staff where involved
Documents and samples to have#
- Approved pre-production sample with the buyer's comments
- Tech pack and measurement specification with tolerances
- Bill of materials and trim card. See bill of materials
- Fabric test reports (shrinkage, GSM, color fastness)
- Shade band or approved lab dips
- Packing instructions and labelling requirements
- Operation breakdown with SMV, and line layout plan
- Production plan and delivery dates. See time and action plan
Agenda#
- Style overview: what the garment is, the buyer, quantity, colors and sizes.
- Buyer comments on samples and how each has been addressed.
- Fabric and trims: status, test results, shrinkage, shade grouping, any deviations.
- Pattern and marker: shrinkage allowance, grain lines, pattern matching, marker efficiency.
- Critical operations: the operations most likely to cause defects, and how they will be controlled (guides, folders, special machines, skilled operators).
- Measurements: critical points of measure and tolerances; how measurements will be checked in-line.
- Quality plan: inline inspection points, end-of-line checks, AQL levels for final inspection.
- Production plan: line, target, learning curve, capacity, and dates for cutting, sewing, finishing and shipment.
- Washing, printing or embroidery: approvals and process parameters.
- Packing: folding, labels, hangtags, carton marks, assortment.
- Risks and actions: list the risks, agree actions, owners and dates.
Critical points#
For each style, write down the few points that matter most. Examples:
- "Stripe matching at side seams and sleeves"
- "Neck rib must not flare; rib tension per standard"
- "Care label position 5 cm above hem on left side seam"
- "Shade group per bundle; no mixing of shade lots in one garment"
Display these at the line and in cutting.
Records#
Keep minutes of the meeting with:
- Attendees and date
- Decisions and agreed deviations
- Actions with owners and dates
- Signed critical points list
Follow up the actions before the first bulk output, and review the first bulk pieces against the approved sample.
Common mistakes#
- Holding the meeting after cutting has already started.
- Only the merchandiser and quality attend; production and cutting hear the details later.
- No approved sample available at the meeting.
- Agreed actions not followed up.
After the PP meeting, inline inspection and first bulk checks confirm that the plan works on the floor.
Related guides#
- Production planning basics: the production plan that the meeting confirms.
- Cutting room process: the cutting details to agree before bulk.
- Pantone color guide and its application in textile: approving colors and shade standards before cutting.