SOP for Approved Fabric & Trim Card

Standard Operating Procedure (SOP): Approved Fabric & Trim Card

 Department: Merchandising
Process: Stores
Performed by: Merchandiser
Reporting to: Merchandising Manager

Purpose of the SOP:

 This SOP aims to establish a standardized process for preparing, maintaining, and using Approved Fabric and Trim Cards to ensure product quality and adherence to buyer approvals. It provides authentic and reliable information on fabrics and trims to be used in manufacturing, facilitating seamless communication between departments and stakeholders.

Scope of the Procedure:

 This procedure applies to the preparation, validation, and maintenance of approved fabric and trim cards. These cards serve as an official reference across all departments — cutting, sewing, finishing, and quality assurance — to ensure product consistency and compliance with buyer expectations.

Responsibilities:

•  Merchandiser: Prepare and verify fabric and trim cards; ensure compliance with buyer approvals. 
• Merchandising Manager: Responsible for supervising the entire process and granting approval for the finalized trim cards before production begins.
• Stores In-Charge: Store and manage fabric and trim samples; certify accuracy.
• QA Manager: Authorize and endorse the trim cards, verifying that all quality criteria are fulfilled.

Step-by-Step Procedure:

Initial Approval:
Merchandiser  grants approval for the trim card and routes it to the store via the PPC department.

Distribution of Trim Cards :

 The store must produce four identical trim cards: one for the store, and three for distribution—one to the buying office, one for production, and one for the master file. 

Bulk Material Handling:
Upon receiving bulk fabric and trims, the merchandiser collects three sets of fabric/trim cards, including fabric swatches and samples.

Validation in Store:
The Stores In-Charge verifies the trims and fabrics against the original buyer-approved card and certifies their accuracy.

Strict Control Over Changes:
No changes are allowed to any item listed on the approved trim card unless re-approved by the Buyer, Merchandiser, and QA Manager.

Sign-Off & Final Approval:
Both the Merchandiser and QA Manager must sign off on the card before it’s used in production.

Post-Production Handling:
Once production is completed, the approved trim card is securely filed for future reference or audits.

Pre-Production Check:

 Bulk production must not start until all trims and fabrics have been approved by the Buyer, Merchandiser, and QA Manager.

Key Benefits

• Ensures all fabrics and trims are buyer-approved
• Promotes quality assurance and consistency across departments
• Provides a clear reference for what materials should be used
• Helps prevent production errors or mismatches
• Supports audit readiness and traceability

Materials and Tools:
 Information/Data: QA, Production, Stores, and Departments

 Samples: Actual fabric and trim samples, swatches

 Related Documents: BOM (Bill of Materials), Order Sheets

 Formats: Approved trim and fabric card templates.

Final Thoughts: 

 Maintaining an accurate and approved Fabric & Trim Card SOP is essential in modern apparel production. It ensures all departments work with uniform standards, reduces mistakes, and reinforces buyer trust in your process. Make sure this SOP is followed strictly for every production order to meet high standards of quality and compliance.

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This guide is part of our comprehensive Industrial Engineering Series. Access all 14 interconnected SOPs for Apparel Store Management in the master directory below to optimize your operations.

Garment Store Management: Master SOP Directory

Category	Technical SOP Topic
Inventory Control	• Inventory Item In & Out • Bin Cards Procedure • Ledger in the Garments • Leftover Records
Quality & Material	• Approved Fabric Standard • Trim Card Preparation and Approval • Approved Fabric & Trim Card • Style Material Status
Process & Flow	• SOP for Sample Room • Daily Issuing Preparation • Style Reconciliation • Goods Transferring Procedure
Admin & Accounts	• Purchase Order (PO) Process • Stores Link with Accounts • Garments Stores Overview

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