Internship Report ON Marketing Merchandising in Garments Industry

INTERNSHIP REPORT
ON
MARKETING MERCHANDISING IN GARMENTS INDUSTRY
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INTERNSHIP REPORT
ON
MARKETING MARCHANDISING IN GARMENTS INDUSTRY
Prepared For:
Professor Dr. Habibur Rahman
School of business & Economics
United International University
Dhaka, Bangladesh
Prepared By:
Kazi Oasek Bin Khorshed
Id No: 111 102 048
Dept: BBA
Dhaka, Bangladesh
United international university
Submission Date: 13th October, 2014

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Letter of Transmittal
September 31, 2014
Prof. Dr Habibur Rahman

Dhaka, Bangladesh
Subject: Internship report on merchandising department in garments industry.
Dear Sir,
With great pleasure, here I submit my internship report on “Merchandising in Garments

Industry (UNION TEXTILE COMPANY LTD)” that you have approved & assigned as a
compulsory requirement of successful completion of my graduation. I have tried my level
best to bring out the original scenario of Union Tex with full of effectiveness & efficiency.
I have really learned a lot and have gained valuable experience and knowledge while
collecting information for the report. It was certainly a great opportunity for me to work on
this real life project to actualize my theoretical knowledge in the practical arena and
some more which is out of this theory.
I hope that this project paper has been to your expectation, if you come across any
question or quarries regarding these cases, it will be my pleasure to clarify your
questions.
Thank you for your supervision and now I will be glad if you accept my report and give
me the opportunity to conclude my graduation by finishing the internship.
Sincerely yours,
Kazi Oasek Bin Khorshed

Id No: 111 102 048
Dept: BBA
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ACKNOWLEDGEMENT
A warm felicitation goes for me to acknowledge the people, who hold the desirability for
encouraging, praising, assisting as well as believing me on the tasks of merchandising
activities what I have worked through my internship period.
First of all I would like to take the opportunity to thank Prof. Dr Habibur Rahman, School
of business & Economics, United International University & my internship supervisor for
providing me guidelines, help in assisting my report. He was constantly supporting me
with his inspiring personality. I will always be always thankful for his extraordinary
reinforcement.
I also acknowledge the loving support of my teachers, parents, and friends. I express my
honest and sincerest gratitude to the Managing Director of Union Textile Company
Limited, Mr. David Hu, who assisted me a lot by giving an opportunity for eye opening
in this particular sector and extended an all-out support in all respect for writing this
report in the most comprehensive manner within the specified time frame.
I would like to take the opportunity to thank Mr. Akhter Hossain, Country Manager, Union
Textile for being my on-site supervisor & providing me time to time information,
suggestion as well as procedures to work with my topic.
I also want to thank Mr. Uttam Chanda, CEO, G-Tex Fabrics for being so cooperative in
my work. I also thank Mr. Palash Chanda, Manager, Merchandising, G-Tex for creating a
friendly environment & assist me with the information of my project.
I will show my gratitude to all the Management & Non-Management Staffs who have
helped me during the internship period and the entire persons who somehow have
impact on me in completing my whole report.
I was bound in my theoretical knowledge. It is my first experience to acquire knowledge

in the practical field. So, it is natural that there might have some mistakes. For these
reasons, I am really sorry and I beg pardon.

Finally, numerous thanks and gratitude to the Almighty Allah for paving my way to
successfully finish my report making.
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Executive Summary
UNION TEXTILE COMPANY LTD, CHINA is one of the largest fabrics suppliers in
Bangladesh. Here, this is a great chance for me to do my internship in one of its concern
organization UNION Tex marketing merchandising Division. It was an immense
opportunity for me to visit several multinational client of UNION TEX in Bangladesh.
Union Textile is directly providing fabrics to Wal-Mart, Li& Fung, Epic Group, Padma
textile ltd and Mohammadia group etc. Most of the Union Buyer is manufacturing goods
for American and European market. Here the production process runs from making yarn
to fabric and from fabric to finished garment. In the whole procedure of exporting fabrics
to the agent of abroad and to communicate with them, merchandisers have a great
influence and responsibilities. When, the order is taken from buyer the duty comes to the
floor of merchandisers and before going production they do almost everything to make
the business smooth. So, the work starts with the order taking and making business
relationship. Then sample making, planning, booking of every single material for
samples and getting approval are all the key responsibilities of merchandisers. In case of
production, sample goes in bulk so, the responsibilities become huge and it comes to the
relation with operation also. I was selected for the buyer G-Tex and this team is really
supporting from any side I wanted their help. G-Tex is an agent of Union Tex in
Bangladesh with new styles and different designs which push merchandisers to face
huge stress and deal with lots of challenges. As a Marketing merchandising, I had to visit
the buyer’s factory several times to deal with the problems that they faced regarding
fabrics. Sometimes I had to write report regarding my inspection. Negotiation with buyer
also took place to create a sustainable profitable relationship. Here, these all procedures
are tried to be written as the team tried their best to help in preparing this eport.
TABLE OF CONTENTS……………………………………………………………….PAGES
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CHAPTER 1: Introduction
1.0 Introduction of the study……………………………………………………….. 9

1.1 Origin of the report………………………………………………………….. 10
1.2 Purpose of the study………………………………………………………... 10
1.3 Objective of the study………………………………………………………. 10
1.4 Methodology………………………………………………………………….. 11
1.5 Scope…………………………………………………………………………... 11
1.6 Limitations…………………………………………………………………….. 12
CHAPTER 2: Profile of the Organization
2.0 Profile of Union Textile Ltd

2.1 Overview of Union Textile Ltd…………………………………………. 14
2.2 Union Textile at a glance……………………………………………….. 14
2.3 Products…………………………………………………………………… 16
CHAPTER 3: Merchandising Department
3.1 Merchandising……………………………………………………………………… 20
3.2 Types of Merchandising
3.2.1 Marketing Merchandising………………………………………………... 21
3.2.2 Product Merchandising…………………………………………………... 21
3.3 Key responsibilities of merchandiser are as follows……………………… 21
3.4 Business Development Procedure…………………………………………… 23
3.4.1 First email to buyer for business development……………………… 24
3.4.2 Sending quality samples to new buyer………………………………... 26
3.4.3 Approval procedure of sales samples……………………………….... 26
3.4.4 Negotiation (price) process & ending of negotiation……………….. 27
3.4.5 Getting Purchase order…………………………………………………... 29
3.4.6 Sending Pro forma invoice to Buyer…………………………………… 31
3.4.7 L/C opening by Buyer…………………………………………………….. 33
3.4.8 L/C Amendment………………………………………………………….... 38
3.4.9 Sending Pre-production sample to buyer…………………………….. 39
3.4.10 Pre-production sample approval …………………………………….. 39
3.4.11 Production………………………………………………………………… 39
3.4.11.1 Production monitoring system with suppliers…………….. 40
3.4.12 Preparation of production files for production starting…………. 41
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3.4.12.1 Sending procedure of pre-production samples approved by
buyers, production file & pattern to in charge of factory……………….. 41
3.4.12.2 Preparation & conducting of pre production meeting in factory

required for production planning in factory Pre-production meeting in factory 41
3.4.12.3 Sequence of Production merchandising process………… 42
a. Sales Sample…………………………………………………… 42
b. Swatch…………………………………………………………… 43
3.4.13 Hourly daily & monthly production report…………………………. 44

3.4.14 Improvement of productivity through work study procedure…. 45
3.4.14.1 Quality check to ensure quality product………………… 45
3.4.14.2 Common fabric defects and its causes………………….. 48
3.4.15 Preparation of shipping samples & sending to buyer through proper
packing & documentation…………………………………………………….. 52
3.4.15.1 Preparation of packing list after final inspection……….. 52
3.4.15.2 Selection of shipping, forwarding & Consolidation Company for
smooth shipment………………………………………………………………. 53
3.4.15.3 Documents that can be presented for payment…………. 55
3.4.16 Shipping documents…………………………………………………... 60
CHAPTER 4: SWOT Analysis of Union Textile Company ltd.
4.0 Strength of Union Textile Company ltd…………………………………….. 69
4.1 Weaknesses of Union Textile Company ltd……………………………….. 70
4.2 Opportunities of Union Textile Company ltd……………………………… 71
4.3 Threats of Union Textile Company ltd……………………………………... 72
CHAPTER 5:- Recommendation & Conclusions
5.1 Recommendation for marketing problems…………………………………. 75
5.2 Conclusion………………………………………………………………………… 76
Reference………………………………………………………………………………. 77
Appendix……………………………………………………………………………….. 78
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Introduction
CHAPTER 1:- Introduction

1.0 Introduction of the Study
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To complete the Bachelor of Business Administration (BBA), internship is an important
part. This is the way by which a student can enhance his/her educational knowledge with
the perspective of an organization with practical experience and also with the
perspective of an organization. United International University is one of the most reputed
universities in the country, providing BBA degree since 2003. I am doing my graduation
from UIU. To successfully fulfill my graduation, I have to complete my internship report
and have to gather partial experience from an organization. So, I joined Union Textile
Company Ltd. As a Marketing Intern for three months to gain partial experiences and
tried to link my educational knowledge with the practical work at Union Textile Company
Ltd. I have to prepare a report for the Internship purpose.
The report was about “Marketing Merchandising in Garments Industry”.
Major Responsibilities of Marketing Intern at UNION Tex:

1. Maintaining rapport with stakeholders within the country.
2. Keeping a very sustainable profitable relationship with local agents.
3. Searching potential customer and developing business proposals.
4. Active performance as a market intelligence and predict the future changes in the
local market.
5. Responsible for all the activities of Marketing Merchandiser.
6. Developing the shipment documents and maintaining relationship with C&F
Agent.
7. Ability to identify problems and/or potential problems and then to investigate root
cause, as well as initiate effective corrective actions in a resourceful & timely manner.
8. Ability to communicate effectively with others on Quality Control
activities/requirements and decisions.
9. Manage the customer complaint handling system from STC and determine root
causes.
10. Responsible for conducting process audits in manufacturing plants, as well as
select vendors.
11. Responsible for conducting audits of Quality Assurance auditors/inspectors to
ensure all auditing procedures are being followed.
12. Work with Plant QA auditors/inspectors to improve inspection competence, and
product knowledge.
13. Maintain all current standards, reports and records and distribute as needed.
14. Coordinate and track special projects, repair jobs, and inspections from initiation
through to disposition of product.
15. Communicates quality issues to suppliers and follows debit process when
needed.
16. Evaluate, test and approve new or revised products.
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17. Ability to work effectively without constant supervision.
18. Take preventive action accordingly against the unqualified products found and
quality incident. Arrange the investigation to identify the reason of the qualify failure.
19. Carry out quality management system documentation work
1.1 Origin of the Study

I am a student of School of Business and Economics of United International University.
In order to complete my graduation, I have to prepare my Internship report and also
have to gather practical experience from an organization. I got the opportunity to do my
internship report which is the partial requirement of my Bachelor of Business
Administration (BBA) program under Professor Dr. Habibur Rahman; I have been
assigned to prepare this report on “Marketing Merchandising in Garments Industry”.
1.2 Purpose of the Study

The main purpose of this report is to fulfill the partial requirement of BBA program.
Another purpose of this report is to gather practical information from an organization and
to enhance my knowledge in practical field by being directly in touch with Garments
industry.
1.3 Objectives
Objective means the purpose of this report. The objectives of this report are as follows:
 Its documents for future.

 To know detail about RMG sector.
 Information gathers about commercial.
 Getting idea about shipping procedure.
 Concept develops about different fabrics
 Comparison between class room learning and practical learning.
 Knowledge gather about RMG sector related other organization.
 To achieve new idea about woven garments manufacturing process.
 To know about the management and technical process of apparel industry.
 To know the management Procedure in Garments Industry.
 To mark a comment over the whole Internship Report.
 To mark out the important part of Internship Report.
 To focus on the valuable part of Internship Report.
 To have skill labor for quality product.
 To study the present market composition for the Bangladeshi garment product
about Market diversification.
 Opportunity of behavioral theory practice in our garments sector.
 Regularly behavioral theory practice in garments industry.
 Identifying the trade agreements that might affect the export growth.
 To do a merchandising practice in the factory.
 Identify the additional services that the existing companies are going to avail.
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 To relate the use of groupware and collaborative systems with future trends in
managers' roles and responsibilities.
 To identify merchandising and total production system.
 To find the current scenario of backward supply chain status of Union Textile Ltd.
1.4 Methodology:
Methodology defines how we go through all the processes of research and how I have
proceeded on. Here includes the steps of conducting the report and the explanation of
the sources of data.
 Factory
 Different organization
 Books
 Discussion
 Internet
 Class lecture
 Library
 Website
 To collect information what I am seeing in practical in My Internship Program.
 To collect information what I did in practical what was done by me for my
practical knowledge.
 To make a comment over the project we have to understand the whole project.
1.5 Scopes
Scope means how many uses for completing this report space. The scopes are given
bellow-
 Factory
 Buying House
 Discussion
 Internet
 Some of our senior brothers can help us.
 I can collect information various books and relevant paper what related with
apparel industry.
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1.6 Limitations
Limitation refers the obstacles I have to face for completing this report and what I could
not cover for this limitation.
 Time constraint
 Merchandiser doesn’t have enough time to give the information elaborately.
 Short time visit in different work stations
 Lack of organizing chain of command
 Lack of instruction book, and any change. They are following traditional business.
 I may have to suffer for lack of supply chain management.
 No other garment’s data has been compared with UNIONTEX’s data. There
might be some discrepancies with other factories‟ supply chain scenario
 Due to high employee turnover rate and lack of good reporting practices in the
factory, problems with collecting data have been faced.
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Profile of the
Organization
CHAPTER 2- Profile of the Organization

2.0 Overview of Union Textile Ltd
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UNION TEXTILE COMPANY LTD, CHINA is one of the largest fabrics suppliers in
Bangladesh. Here, this is a great chance for me to do my internship in one of its concern
organization UNION Tex marketing merchandising Division. It was an immense
opportunity for me to visit several multinational client of UNION TEX in Bangladesh.
Union Textile is directly providing fabrics to Wal-Mart, Li& Fung, Epic Group, Padma
textile ltd and Mohammadia group etc. Most of the Union Buyer is manufacturing goods
for American and European market. Here the production process runs from making yarn
to fabric and from fabric to finished garment. In the whole procedure of exporting fabrics
to the agent of abroad and to communicate with them, merchandisers have a great
influence and responsibilities. When, the order is taken from buyer the duty comes to the
floor of merchandisers and before going production they do almost everything to make
the business smooth. So, the work starts with the order taking and making business
relationship. Then sample making, planning, booking of every single material for
samples and getting approval are all the key responsibilities of merchandisers. In case of
production, sample goes in bulk so, the responsibilities become huge and it comes to the
relation with operation also.
2.1 Union Textile Ltd at a glance
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2.3 Products
Union Textile Specialized in Solid poplin/twill/canvas fabrics, solid texture fabrics, cotton
stretch fabrics, print fabrics, yarn dyed fabrics, denim, corduroy and a lot more. Run by
an elite quality managing team, it enjoys a favorable reputation among overseas
customers with sound creditability and superb quality.
Let’s see different types of fabrics according to their uses.
S/l no Fabrics Name Uses of fabrics

1 Poplin Shirt, Blouses and home decoration
2 Canvas Cushions, slip cover, shower curtains etc
3 Chambray Curtains, shirt and dresses
4 Damask Table cloth and tea towel
5 Denim Jeans, slipcover, bed spreads and casual curtains
6 Flannel Winter pajamas and bed sheets
7 Sateen Sheets, cover cloths and curtains
8 Terry Cloth Bath towels, robes and cushion covers
9 Twill Pants, shorts and slip covers
10 Velvet Draphies, cushion and clothing
11 Male Lease Outer bedding Elegant table cloths
12 Dobby Fabrics Clothing and home decoration
13 French Fiece Towel and handkerchief
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Sample: Solid Twill/Poplin/Canvas
Sample: Solid Texture Fabrics
Sample: Cotton Stretch Fabrics
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Sample: Print Fabrics
Sample: Denim Fabrics
Sample: Corduory Fabrics
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Merchandising
Department
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CHAPTER 3:-Merchandising Department
RMG sector of Bangladesh is gaining ground in the world market at breakneck speed, but still
not flourished at the fullest extent. Although the resources are available abundant with a
powerful foundation of fabric and spanning sector to support. The key factors behind this are
low technological development, lower output, cut throat competition, high raw material cost,
inadequate infrastructure, traditional productivity, unfavorable regularity policies, and
globalization in fact. However, there a fair list of the producers, suppliers, and exporters that
are fully acknowledge with regularity policies and formalities, international marketing policies
and procedures. The only concern is in executing their productivity initiatives, and meeting
with order deadlines. Garments merchandising means the work to buy raw material and
accessories to produce garments (Merchandise) against a particular work order of garment
and have to export these under the same work order within time schedule, maintaining
required quality level of buyer. The Merchandising is the important activities, term and section
of a garment that is not possible to run and deliver successfully. The term “merchandising” is
well known to the persons specially involved in garments trade. The term merchandising has
been derived from the term merchandise. Merchandise means good that are bought & sold.
3.1 Merchandising
Merchandising is a business on marketing activities responsible for ensuring a products
description both quality and quantity. Merchandising means total responsibility of a
Merchandiser.
Merchandiser Duty of merchandiser describes himself like this-
 A man who collects order from customer sourcing raw materials production on
time with quality and maintains lead time
 Garments merchandising means buying raw materials & accessories, producing
garments, maintaining required quality level and exporting the garments within
scheduled time.
If anybody has to be designated as Merchandiser then the word itself demands some
qualities from that individual, now let us see what all are the hidden meanings there in
the word „‟MERCHANDISER¨.
 M- Should have good Managerial capacity.
 E- Efficient in both English written and spoken.
 R- Having high sense of Responsibility.
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 C- Always keep commitment.
 H- Leads Honest life.
 A- Attitude should always be positive in resolving any problem.
 N- Never does any argue with buyers and seniors.
 D- Fully Devoted to his service.
 I- Always well Informed about his all orders.
 S- Sincere in office and daily works.
 E- Enthusiastic in nature.
 R- Regular in e-mail correspondence.
3.2 Types of Merchandising:
Two type of merchandising done in garment exports

1. Marketing merchandising.
2. Product merchandising.
3.2.1 Marketing Merchandising: Main function of marketing merchandising is

1. Product Development
2. Costing
Ordering Marketing merchandising is to bring orders costly products development and it
has direct contact with the buyer.
3.2.2 Product Merchandising: Product merchandising is done in the unit. This includes
all the responsibilities from sourcing to finishing i.e. first sample onwards, the products
merchandising work start and ends till shipment.
3.3 Key responsibilities of merchandiser are as follows:
 Product Development
 Market and product Analysis
 Selling the concept
 Booking orders
 Confirming Deliveries
 Designing and Sampling
 Costing
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 Raw Material
 Flow Monitoring
 Production Follow Ups
 Payments Follows
 Internal & external communication,
 Sampling
 Lab dips
 Accessories & trims
 Preparing internal order sheets
 Preparing purchase orders
 Advising and assisting production,
 Advising quality department about quality level
 Mediating production and quality departments
 Giving shipping instructions and following shipping,
 Helping documentation department
 Taking responsibility for inspections and
 Following up the shipment.
Most importance things for a Merchandiser is

 Communication.
 Planning
 Production Follow Up
The responsibilities of a smart Merchandiser are handling order at four stages.

 1. Sourcing for future orders/Buyers
 2. New Order
 3. Confirmed Order
 4. Running Order
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3.4 Business Development Procedure:
Union Textile Specialized in Solid poplin/twill/canvas fabrics, solid texture fabrics, cotton
stretch fabrics, print fabrics, yarn dyed fabrics, denim, corduroy and a lot more. Run by
an elite quality managing team, it enjoys a favorable reputation among overseas
Let’s see different types of fabrics according to their uses.
S/l no Fabrics Name Uses of fabrics

1 Poplin Shirt, Blouses and home decoration
2 Canvas Cushions, slip cover, shower curtains etc
3 Chambray Curtains, shirt and dresses
4 Damask Table cloth and tea towel
5 Denim Jeans, slipcover, bed spreads and casual curtains
6 Flannel Winter pajamas and bed sheets
7 Sateen Sheets, cover cloths and curtains
8 Terry Cloth Bath towels, robes and cushion covers
9 Twill Pants, shorts and slip covers
10 Velvet Draphies, cushion and clothing
11 Male Lease Outer bedding Elegant table cloths
12 Dobby Fabrics Clothing and home decoration
13 French Fiece Towel and handkerchief
Fabrics manufacturer in Apparel industry must be developed with the trend of market
otherwise they cannot extend their business. To collect new buyer and business with
them a company must follow the procedure of business development. Buyers have been
chosen by two ways. Firstly, Buyer chooses the supplier and the second one sometimes,
UNION Textile want to work with a particular buyer and then contact with them according
to that. The UNION Textile China Ltd follow the procedure of business development, this
are given below-
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3.4.1 First email to buyer for business development
For new business development sellers have to communicate with buyer. Email is the
easiest and swift way of communication so when seller will contract first time with buyer
by email at that time have to mention some important information about company. Which
kind of things should be include here this are-






Information about you and your company.
Products information about your company.
Capacity and productivity.
Which buyer work with you.
Attachment a beautiful sample photograph.
Wearing for feedback.
This kind of information should be included in this email. On the other hand this email
will be minimum word and maximum communication.
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Sample of first email
Dear Sir,
I am X, SR Merchandiser of The UNION Tex. We are the manufacturer & exporter of

febrics in Bangladesh, Vietnam, Srilanka, which are then manufactured into garments
and sold to European and American Market. After years of sound and robust
development, Union Textile has set up operation branches in China, Hongkong, and
Bangladesh, with a team of highly skilled professionals handling huge-quantity
transaction on daily basis.
In addition, its operation is largely strengthened by a group of capable suppliers located

in Jiangsu, Zhejiang, Shanghai, and shangdong. With these closelt related operation
branches and powerful production bases, Union textile has sucessfully secured quite a
quality customer.
Union Textile Specialized in Solid poplin/twill/canvas febrics, solid texture febrics, cotton
stretch febrics, print febrics, yarn dyed febrics, denim, cruduory and a lot more. Run by
an elite quality managing team, It enjoys a favorable reputation among overseas
With the spirit of putting quality first and honoring customers, union textile will spare no
efforts to consistently provide first class service and deliver first rate quality to its
customer.
Please send us your current inquiry for sampling & costing.
Your kind co-operation would be highly appreciated.
Thanks & Best Regards

X
UNION Tex
Feed –back from buyer in response to first email
Dear X,
I am pleased about your company, so I want to make a business with you. So you
should send some original sample include with FOB price.
Best regards,
Y
This is happened in case of choosing buyer by UNION TEX itself but mostly the buyer
choose the supplier and in that case they send a product pack first and then supplier
send the product according to their requirement.
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3.4.2 Sending quality samples to new buyer for better understanding of
workmanship of factory
Samples play a vital role to get new order. Without quality sample suppliers cannot
develop a new business, so sample should be better quality before bulk production. But
there are two situations that usually occurred during sending samples including:-
Situation 1:
Sometimes buyer sends some fabrics by mentioning the construction, width, color and
other importance instructions. During this kind of situation, we can easily provide the
price of the fabrics.
Situation 2:
Sometimes buyer provides the sample fabrics and asked for the details about the
fabrics. During situation 2, we send the fabrics to our factory where our technician find
the details (like: - construction, length, width, color etc) of the fabrics.
3.4.3 Approval procedure of sales samples
Sample is made when price is confirmed and orders are placed. Buyer held a meeting
with its customer and records their response on order quantity per color, size etc. and
finally place order to their Union Tex.
In any discrete period of time, whenever it required any revision in the sample, a new
sample is made (sometimes mock-up is workable too) as per new specification. It is sent
to buyer for his approval of the conformity that-the revision is done correctly.
SIZE SET: Consists of 1 pc from each size for each color combination.
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MOCK UP: Any part of the garment to make for particular purpose, not complete
garment.
3.4.4 Negotiation (price) process & ending of negotiation
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Sample- Approval Form.
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3.4.5 Getting Purchase order
A purchase order (PO) is a commercial document and first official offer issued by

a buyer to a seller, indicating types, quantities, and agreed prices for products or
services. Acceptance of a purchase order by a seller forms a contract between the buyer
and seller, so no contract exists until the purchase order is accepted. It is used to control
the purchasing of products and services from external suppliers.
Companies use purchase orders for several reasons:
 Purchase orders allow buyers to clearly and explicitly communicate their

intentions to sellers
 Sellers are protected in case of a buyer's refusal to pay for goods or services
 Purchase orders help a purchasing agent to manage incoming orders and
pending orders
 Purchase orders provide economies in that they streamline the purchasing
process to a standard procedure
 Commercial lenders or financial institutions may provide financial assistance on
the basis of purchase orders.
There are various trade finance facilities that almost every financial institution allows to
business people against purchase orders such as:
1. Before Shipment credit facility

2. Post Shipment credit facility
3. Trade Finance facility
4. Foreign Bill Purchase credit facility
5. Bill retirement credit facility
6. Order Confirmation
7. Follow-up
Those items are included in P.O. This are:

 Order quantity.
 Product description.
 Size breakdown.
 Supplier bank address.
 Buyer details.
 Country of origin.
 Payment terms.
 Carton marks.
 Fabric construction.
 Care label instruction.
 Port of loading
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Sample- Purchase Order.
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3.4.6 Sending Pro forma invoice to Buyer
A pro forma invoice is much the same as a commercial invoice which, when used in
international trade, represents the details of an international sale to customs authorities.
A pro forma invoice is presented in the place of a commercial invoice when there is no
sale between the sender and the importer (for example, in the case of an RMA for
replacement goods), or if the terms of the sale between the seller and the buyer are
such that a commercial invoice is not yet available at the time of the international
shipment. A pro forma invoice is required to state the same facts that the commercial
invoice would and the content is prescribed by the governments who are a party to the
transaction.
In some countries, customs may accept a pro forma invoice (generated by

the importer and not the exporter) if the required commercial invoice is not available at
the time when filing entry documents at the port of entry to get goods released from
customs. The U.S. Customs and Border Protection, for example, uses pro
forma invoices to assess duty and examine goods, but the importer on record is required
to post a bond and produce a commercial invoice within 120 days from the date of entry.
If the required commercial invoice is needed for statistical purposes, the importer has to
produce the commercial invoice within 50 days from the date Customs releases the
goods to the importer.
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Sample- Pro Forma Invoice.
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3.4.7 L/C opening by Buyer
A letter of credit is a document issued by a financial institution, or a similar party,

assuring payment to a seller of goods or services provided certain documents have been
presented to the bank. "Letters of Credit" are documents that prove the seller has
performed the duties specified by an underlying contract (e.g., the sale of goods
contract) and the goods/services have been supplied as agreed. In return for these
documents, the beneficiary receives payment from the financial institution that issued the
letter. The letter of credit serves as a guarantee to the seller that it will be paid
regardless of whether the buyer ultimately fails to pay. In this way, the risk that the buyer
will fail to pay is transferred from the seller to the letter's issuer. The letter can also be
used to ensure that all agreed standards are met by the supplier, provided that these
requirements are reflected in the documents described in the letter of credit.
Letters of credit are used primarily in international trade for transactions between a

supplier in one country and a purchaser in another. Most letters of credit are governed
by rules promulgated by the International Chamber of Commerce known as Uniform
Customs and Practice for Documentary Credits (latest version: UCP 700). They are also
used in land development to ensure that approved public facilities (streets, sidewalks,
storm water ponds, etc.) will be built. The parties to a letter of credit are the supplier,
usually called the "beneficiary", "the issuing bank", of whom the buyer is a client, and
sometimes an advising bank, of whom the beneficiary is a client. Almost all letters of
credit are irrevocable, i.e., cannot be amended or canceled without mutual consent of all
parties. In executing a transaction, letters of credit incorporate functions common
to giros and travelers' cheques.
Letters of Credit (L/C) is in general a conditional document extended by the bank in

connection with presentation of export value. L/C plays a very dominant role in this
matter. On receipt of this document from the buyer, the exporters become sure that they
would obtain foreign currency after the peaceful shipment of the consignment directed
by the buyer in the L/C. And for monetary transactions in this connection the negotiating
banks stand as a symbol of surety for the exporters. Negotiating bank act on behalf of
the exporter and is held liable or responsible for realization of exporter’s money from the
L/C opening bank.
In spite of production of all related documents with the banks, the exporters however,
became victims to some unpleasant situations which push them towards the uncertainty
of realization of money. This results from the absurdity or ambiguity of L/C. And in most
cases from faulty presentation of documents to be required in export connection. So
unless exporters have a clear conception and apprehension about export business and
be aware beforehand about all these documents, they would certainly face some major
troubles. In per export and post export process, exporters will after all, have firsthand
knowledge about UC. They must be in the climax of knowledge. It is L/C which act a
medium of money during the time of execution of export order and this gives surety to
the exporter that their dues would be obtained in due time.
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In fact, in the whole export and import process four sides are connected. In absence of
any one of them the process cannot take full shape. These four sides are exporter,
Importer, exporter’s bank and importers’ bank. Principally, the success of import and
export business lies in the exchange of proper and accurate correspondence. Any fault
in these may cause in total disaster in whole import and export business. So in order to
avoid the ambiguous, absurd and understandable correspondences, both the sides are
to exercise special and particular attention. They should remember that the success of
export and Import business depends mainly upon the careful execution of these things.
It is seen that inadequate knowledge in this business create some trouble that in the
long run, both the sides are put to difficulty for their business i.e. exporters fail to realize
their money and importers to get their goods from the exporters’ country. In addition to
the exporter become harassed to have this just value from the bank. So both the sides
should be particular as far as possible about it.
In export business, the first thing to do is to make a sale contract with the buyer. And this
may be made in the presence of both of the importer and exporter. In most cases this
may not be done formally. Yet, it plays a very significant role in the preliminary stage of
export business. If this is not done formally, then exchange of letters, fax and email
between them from time to time is taken for granted as the contract of the business. This
may be styled as verbal contract. This also leaves importance in the business. These
exchange documents are important for this reason that many times these are required
by the negotiating bank of the exporters. Any loss of these may bring in fault in the
business.
Kinds of Letters of Credit (L/C):
 Revocable Letter Of Credit.
 Irrevocable Letter Of Credit
 Confirmed Letter Of Credit.
 Confirmed And Irrevocable Letter Of Credit
 Transferable Or Divisible Letter Of Credit
 Back To Back Letter Of Credit
 Red Clause Letter Of Credit
 Sight Letter Of Credit
 Revolving Letter Of Credit
 Stand-By Letter Of Credit
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Sample- Letters of Credit (L/C) Page-1
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3.4.8 L/C Amendment
Sometimes it’s found that some clauses of the L/C are contrary to the interest of buyer
and supplier. In this situation, Uniontex asked to change the clauses to make a favorable
business deal for all.
Sample- L/C Amendment
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3.4.9 Sending Pre-production sample to buyer
Pre- Production Sample When material for bulk production arrived; factory makes a
sample with the actual material and sends to buyer. Buyer wants to be assured that
correct material is sourced & line workmanship conformed to the quality level. Follow-up
with the buyer for prompt delivery of pre-production sample maximum 2 days.
 Obtain 4 sets of pre-production samples from the supplier. One for merchandisers,
one for the sample store room, one for the quality control, & one for the buyer for
future references.
 Pre-production sample in all size sets should be available to the merchandisers at
least 5 days before the start of actual production.
 Upon receipt of samples from the buyer, match these against buyer specifications.
 Thoroughly check the styling, measurement, stitching, quality of the fabric, fabric
construction/GSM, hand feel, washing standard, finishing of the sample &
accessories.
 Prepare PP sample format sheet, format attached.
 Head of department will give the final approval prior sending the samples to the
buyers.
 Ensure that buyer receives the samples as per their precise requirement.
 Follow with the buyer for approvals/comments.
 Update Order Checklist, format enclosed.
 Update the excel sheet accordingly, format enclosed.
3.4.10 Pre-production sample approval

In any discrete period of time, whenever it required any revision in the sample, a new
sample is made (sometimes mock-up is workable too) as per new specification. It is sent
to buyer for his approval of the conformity that-the revision is done correctly.
SIZE SET: Consists of 1 pc from each size for each color combination.
MOCK UP: Any part of the garment to make for particular purpose, not complete
garment Pre- Production Sample When material for bulk production arrived; factory
makes a sample with the actual material and sends to buyer.
After getting the approval from buyer UNION Tex moves for bulk production.
3.4.11 PRODUCTION:
Usually after getting pp approval organization moves for fabrics production. The usual
difference between PP approval and Production is 30 to 45 days.
Once sampling is completed Head of concern Merchandiser forwards the order file to the
Head of Quality Control along with the approved sample & a copy of projected
production schedule. Make sure the file is forwarded at least 5 days before start of actual
production.
A meeting should be conducted between the Head of Merchandising Department,
Concern Merchandiser, Head of Quality Control & Quality Control Officer (Production)
discussing all the details of order.
Obtain an instruction sheet covering all the required information from the quality control
officer & approve.
 Make sure any new comments are added into the instruction sheet.
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 Regular follow up should be made with the buyer & Quality Control regarding the
status of production.
 Make sure the Quality Control Department conducts all the required inspections i.e.
Fabric Quality Testing, ILC, IPC, MPC & FRI for every order. For large volumes
make certain, there are more than 1 MPC being conducted by the quality control.
 Obtain daily production status from Quality Control & forward the same to IT for
updating the Web Site latest by 11:00 every morning.
 Obtain reports of all the inspections conducted i.e. Fabric Quality Testing, ILC, IPC,
and MPC & FRI for every order from quality control & keep a copy for record.
 Update Order Checklist, format enclosed.
 Update the excel sheet accordingly, format enclosed.
3.4.11.1 Production monitoring system with suppliers for smooth delivery of fabrics &
accessories:
This system dictates small quantity of production of a large range of products. As an
example, a workshop may produce a variety of products like nuts, bolts, screws, shafts,
gears, etc but each item in a limited quantity.
The following
production
systems are in Production Division of Transfer Transfer
use in the System labor System Method
apparel
industry. Sl.
Synchro
1. As per process Piece by piece Manual
System
2. Bundle System As per process By bundles Manual
According to
Unit Synchro
3. process & By lots Manual
System
group
According to Hanger/
4. Hanger System By pieces
process conveyor
U-Shaped According to
5. By pieces Manual
Layout process
According to Manual/
6. QR Layout By pieces
process conveyor
1. Sourcing different types of threads and other materials.
2. Storage of cotton and yarns needed for production.
3. Other than this the store looks after issuing material for outsourcing.
4. Raising purchase orders for materials needed in production/sampling.
5. Arrange timely delivery from suppliers, to avoid production delay.
6. Cotton/yarn checking is done with supervision from the store, as rejected

goods are returned to the supplier.
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7. If any production process has been outsourced, goods after entered factory
premises, are checked for shortages, damage etc before issuing to
production / finishing.
Good raw materials are the key to successful production, minimizing rejections and
ensuring smooth production runs. Fabrics are tested for color fastness standards and
fabric strength. A separate booklet of fabric swatches can be made available, offering
insight into the range of fabrics available. We have good fabric sourcing in the country.
All testing methods confirm to ISO, Bsen & AATCC if Buyer require.
3.4.12 Preparation of production files for production starting

 Approval Sample
 Order sheet
 Measurement sheet
 Assortment
 Fabric quantity
 Packing list
 Carton measurement
3.4.12.1 Sending procedure of pre-production samples approved by buyers, production

file & pattern to in charge of factory
 Collect approved sample, production file and approved pattern from buyer.
 Merchandiser arrange meeting with production manager.
 Give clear idea about approved sample, production file and approved pattern.
 Than handover these items to PM.
3.4.12.2 Preparation & conducting of pre production meeting in factory required for
production planning in factory Pre-production meeting in factory:
 Pre-production meeting – once pre-production (PP) sample is approved (also
called sealer sample) and most of the trims are sourced, merchants or production
planning department conduct pre-production meeting with production team,
quality team and sourcing team. All important comments, procedures to be
followed, dos and don’ts are discussed. Scheduling of PCD (planned cut date)
and shipment date is announced to all teams. Production plans, Material planning
and line planning – to start production on time and ship the order on time
planning is must. Planning is needed for material sourcing, production capacity,
line planning. Scheduling of jobs and responsibility is defined at this stage.
 This meeting should be conducted directly after the merchandise manager

approves the concept for development. The purpose of the meeting is to review
the preliminary product and package specifications and to ensure that the
supplier is aware of the companies‟ quality and product development procedures.
The meeting should be of a technical nature. Therefore, the supplier should bring
to the meeting the appropriate representation from their staff. Expect to discuss
the manufacturing process in detail and address any potential manufacturing
concerns or limitations in regard to manufacturing the particular item being
discussed. In this meeting, the supplier should be provided an initial specification
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file with details of the garment that is to be manufactured. The supplier should be
requested within a short period of time to formally acknowledge their
understanding of the requirements. It is a good idea to obtain this in writing.
3.4.12.3 Sequence of Production merchandising process:

 a. Salesman Samples, Counter Samples, Approval Samples, Photo samples,
Preproduction Samples, Production Samples, Shipping samples.
 b Swatch, and Trims, Trim's Related Affairs
a. Sample: Reference garment corresponds to:

 The artwork (styling) done by designer and/or developer
 Particular purchase order.
 Any revision to the style work.
 Conform to any specific requirement.
Sequence of Sampling:
1ST Pattern → 2ND Pattern → Counter Sample → Salesman Sample → Photo

Sample → Approval Sample (Size Set, Mock-Up) →Pre- Production Sample →
Production Sample → Shipping Sample.
First Pattern:
 First pattern is the first physical version of any garment as per the artwork done
by designer and for developer.
 Human Mind → Sketch → Paper Pattern → Sample
 Purpose : See the design work & test the fitting
 Status : Nothing specific
 Material : Available
 Price : Not confirmed
 Quantity : 1 (for customer) + 1 (for merchandiser)
 Delivery : As per urgency
Second Pattern:
Usually designer /developer always ask for some changes to the first pattern. Second
pattern is made as per comments.
Salesman Sample:
Salesman sample is made when price is confirmed and orders are on speculation,
usually in l size in all color combinations of expected order. Buyer held a meeting with its
customer and record their response on order quantity per color, size etc. And finally
place order to their vendor.
 Purpose : Sales meeting by retailers, market appraisal & Demand / order forecast
 Status : Final stage of the order confirmation
 Material : Actual
 Price : Confirmed
 Quantity : There is minimum quantity per color combination
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 Delivery: Very, important to meet the delivery date.
Photo Sample:
Photo samples are made with actual color and material to be worn by the models on the
event of shooting for catalog.
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Counter Sample:
Where first pattern is made on designers artwork, Counter sample is to make not on
designer's artwork, has to follow another sample given by the merchandiser.
 Purpose : See the workmanship &test the factory skill

 Status : Nothing specific
 Materials : Available
 Price : Not confirmed
 Quantity : 1 (for customer) + 1 (self-keeping)
 Delivery : As per request
Production Sample:
 It is a reference to the buyer that the bulk is being produced as per specifications.
Buyer wants to be assured that correct material is sourced & line workmanship
conformed to the quality level.
Shipping Sample:
 A sample is kept from every Pre-Shipping inspection to be referred, if required,

after the order has been delivered. Usually for any disputes (e.g. Claim) shipping
samples is important.
b. Swatch:
Swatch is a presentation of all the materials is (Fabric & Accessories) used for any
specific style /order. Usually small piece of fabric and each piece of accessories are
attached in board paper in a systematic manner. Swatch is very important for production
line to make the correct construction of a garment and QC department ensures it.
Concerned merchandiser should confirm/approve the swatch.
Trims:
Trims cover all the items used in the garment except the basic fabric. There are
hundreds of items used to manufacture the garments, Proper selection of trims and its
quality are very important for styling, otherwise the garment may be rejected or returned
by the customers.
Following is a part of list that covers some names of the trims:
 Zipper/Fastener:
 Teeth : Nylon, Vision, Metal
 Color : Tape Color, Teeth Color
 Size: #3, #5, #8 etc.
 Length : As per requirement 18 cm, 72 cm
 End : Close End (C/E), Open End (O/E)
 Slider: One Way, Reversible.
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3.4.13 Hourly daily & monthly production report
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3.4.14 Improvement of productivity through work study procedure
BPT (Basic Pitch Time): Total standard time÷ No of operator
UCL (Upper Control Limit): Basic pitch time÷ .85
LCL (Lower Control Limit): 2×BPT-UCL
Organization Efficiency: BPT÷ Highest bottleneck time×100
Productivity: Per hour production ÷ Total operator
Production Target: (No of operator×3600) ×85% ÷ Total standard time
Actual production: 3600÷Height bottleneck time
3.4.14.1 Quality check to ensure quality product
In the garment industry quality control is practiced right from the initial stage of sourcing
raw materials to the stage of final finished garment. For textile and apparel industry
product quality is calculated in terms of quality and standard of fibers, yarns, fabric
construction, color fastness, surface designs and the final finished garment products.
However quality expectations for export are related to the type of customer segments
and the retail outlets.
Here it follows:
1. Understanding the customers' quality requirements
2. Organizing & training quality control department
3. Ensuring proper flow of quality requirements to the QC department
4. Ensuring proper flow of quality requirements to the Production Department.
5. Establishing quality plans, parameters, inspection systems, frequency, sampling
techniques, etc.
6. Inspection, testing, measurements as per plan
7. Record deviations
8. Feed back to Production Department.
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Sample- Bulk Fabrics Inventory Report. Page-1
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Sample- Bulk Fabrics Inventory Report. Page-2
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3.4.14.2 Common fabric defects and its causes:
Often inspectors are given the responsibility defects and their of inspecting finished
garments without adequate training in fabric causes. The ultimate solution, of course, is
to provide actual examples or photographs of both major and minor defects. This section
provides a list of defects and explanations and simplifies the language and the
judgments used in making visual fabric evaluations. The Quality Control Manager can
provide this list to inspectors as a practical tool for achieving uniform inspection
decisions.
Major and Minor Defects: The following definitions are central to fabric inspection:
Major Defect - A defect that, if conspicuous on the finished product, would cause the
item to be a second. (A "second" is a garment with a conspicuous defect that affects the
salability or service ability of the item.
Minor Defects - A defect that would not cause the product to be termed a second either
because of severity or location. When inspecting piece goods prior to cutting, it is
necessary to rate questionable defects as major, since the inspector will not know where
the defect may occur on the item.
Defect Cause Severity
Askewed or Condition where filling yarns are not square with wrap yarns on Major or
Bias woven fabrics or where courses are not square with wale lines Minor
on knits.
Back Fabric Se Backing fabric is often used to cushion fabric being printed. If Major
am Impression there is a joining seam in the backing fabric, an impression will
result on printed fabric.
Barre Occurs in circular knit. Caused by mixing yarn on feed into Usually
machine. Fabric will appear to have horizontal streaks. Major
Birds Eye Bird’s eye often caused by unintentional tucking from Major or
malfunctioning needle. Usually two small distorted stitches Minor
caused side by side. depending
on severity
Burl Mark When a slub or extra piece of yarn is woven into the fabric, it is Major
often removed by a "burling tool."This will usually leave an
open place in the fabric.
Bowing Usually caused by finishing. Woven filling yarns lie in an arc Major or
across fabric width. It is critical on stripes or patterns and not Minor
as critical on solid color fabrics.
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Broken Color Usually caused by colored yarn out of place on frame. Major
Pattern
Color Out Color out is the result of color running low in reservoir on Major
printing machine.
Color Smears Color Smears are the result of color being smeared during Major or
printing. Minor
Crease Mark Differs from crease streak in that streak will probably appear Major
for an entire roll. Crease mark appears when creases are
caused by fabric folds in the finishing process. Often
discoloration is a problem.
Crease Streak Occurs in tubular knits. Results from creased fabric passing Usually
through squeeze rollers in dying process. Depending on the Major
product.
Drop Stitching Drop stitching is resulted from malfunctioning needle or jack Major
appearing as holes or missing stitches.
Dropped Pick Caused by the filling insertion mechanism on a shuttle less Major
loom not holding the filling yarn, causing the filling yarn to be
woven without tension. The filling yarn appears as "kinky".
There will also be areas of "end out".
Drawbacks Caused by excessive loom tension gradually applied by some Major

abnormal restriction. When the restriction is removed the
excess slack is woven into the fabric. Usually the ends are
broken
Dye Streak in Results from a damaged doctor blade or a blade not cleaned Major
Printing properly. Usually a long streak until the operator notices the
problem.
End out Caused by yarn breaking and loom continuing to run with Usually
missing end. MajorJerk-in Caused by an extra piece of filling Major
yarn being jerked part way into the fabric by the shuttle. The
defect will appear at the selvage.
Hole Holes on fabrics are usually caused by broken needle. Major
Jerk In Jerk Ins are caused by an extra piece of filling yarn being Major or
jerked part way into the fabric by the shuttle. The defect will Minor
appear at the selvage.
Knots Knots are caused by tying spools of yarn together. Usually

Minor
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Missing Yarn Occurs in circular knit. Caused by one end of yarn missing Major
from feed and machine continuing to run.
Mixed Filling Caused by bobbin of lightweight yarn or different fiber blend Major
used in filling. Will appear as a distinct shade change.
Mixed Yarn Mixed yarn is a different fiber blend used on the warp frame, Usually
resulting in a streak in the fabric. Major
Mottled Mottles occur when colors applied unevenly during printing. Major or
Minor
Needle Line Needle Line is caused by bent needle forming distorted Major or
stitches in a vertical line. Minor
Open Reed Open reed are the results from a bent reed wire causing warp Major
ends to be held apart, exposing the filling yarn.
Pin Holes Pin holes along selvage caused by pins holding fabric while it Major
processes through tender frame.
Major> if pin holes extend into body of fabric far enough to be
visible in the finished product
Press Off Press Off occurs when all or some of the needles on circular Major
knitting fail to function. Fabric either falls off the machine or
design is completely disrupted or destroyed.
Printing Dye or ink smudged along width of fabric as a result of the

Machine printing machine stopping.
Stop Mark
Print Out of Caused by print rollers not being synchronized properly. This
Repair results in various colors of the design not being printed in the
proper position.
Puckered Usually caused by selvage being stretched in finishing or by Major

Selvage uneven wetting out in sanforization process.
Runner Runner is a caused by broken needle. The runner will appear Major or
as a vertical line. Most machines have a stopping device to Minor
stop the machine when a needle breaks.
Sanforize Usually caused by defective spray heads resulting in uneven Major or

Pucker wetting out of Sanforize. Fabric will appear wavy or puckering Minor
when spread on cutting table. It is difficult to detect while
inspecting on inspection machine with fabric under roller
tension.
Scrimp Scrip is the result of fabric being folded or creased when Major
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passing through tender frames.
Skewing Skewing refers to condition where filling yarns are not square
with warp yarns on woven fabrics or where courses are not
square with wale lines on knits. It happens when the fabric
shrinks more perpendicular to the twill line than along the twill
line.
Slub Slub refers to thick or heavy places in the yarn or flying waste Major or
yarn getting into yarn feeds during spinning process. Slub and Minor
other inconsistencies are common in fabrics produced on
vintage shuttle looms.
Smash Small caused by a number of ruptured warp ends that has Major
been repaired
Soiled Filling Soiled filling is dirty oily looking spots on the warp or filling Can be
yarns, or on packaged-dye yarn. Major or
Minor
Stop Mark Stop mark occurs when the loom is stopped, the yarn Can be
elongates under tension. When the loom starts again, the slack major or
is woven into the fabric. Minor
Straying End Straying End is caused when an end of yarn breaks and the
loose end strays and is knit irregularly into another area.
Thin Place Thin Place is often caused by the filling yarn breaking and the Major
loom continuing to run until the operator notices the problem.
Water Spots Water spots are usually caused by wet fabric being allowed to Major
remain too long before drying, Color migrates leaving blotchy
spots.
Pilling Pilling refers to the forming of little matted balls on the surface
of knitted fabrics. Pilling occurs when soft yarn rubs against
itself, resulting in tangled fibers and produces an uneven and
worn look.
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3.4.15 Preparation of shipping samples & sending to buyer through proper
packing & documentation
Shipping: The procedure of transporting an item, usually through the email. Shipment is
a very basic, common way of getting an item from one place to another, or from one
person to another. This process can be done physically or by transporting commodities
or cargo by land, air, and sea. Shipping sample is prepared before shipment but it is
send to buyer when final inspection is completed. This is an important sample to buyer
that’s why sample department take extra care to make it. It is send to buyer by air for
going early.
Sending Procedure of Shipping Sample:

 Making according to the measurement sheet.
 Quality check.
 Ironing.
 Labeling.
 Poly bagging.
 Forwarding letter.
 Measurement sheet.
 Finally re-check.
 Send to buyer by courier
3.4.15.1 Preparation of packing list after final inspection
There are many kind of packing system is used in Apparel Industry. Here are many kind
of packing system is used in Apparel Industry. Some packing name given below:
1. Flat packing
2. Standard packing
3. Hanger packing
The back side of the packing some specifications are included for attracting the buyer. In
the store room is used `VIM‟ card in these vim card some information is included such
as buyer no, order no, style no, fabric qty. In the packaging section while packing the
apparel industry follow these assortments
 Assort color assort size

 Assort color solid size
 Solid color solid size
 Solid color Assort size
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Invitation to third party like Bureau VERITAS for final inspection
Dear Sir,
Thanks, recently we have completed one order from UK Buyer. Now we are ready for
final inspection. According to our buyer requirement need your organization final
inspection certificate. So please come to our factory and final inspection this order and
give the conformation date for final inspection.
Best regards,
Mr. X
Sr. Merchandiser
UNION TEX LTD.
3.4.15.2 Selection of shipping, forwarding & Consolidation Company for smooth

shipment
Forwarding: The procedure for carrying out forwarding activities: procedure for rendering
services related to shipment of cargos by any types of transport and execution of shipping
documents, documents for customs purposes and other documents required for shipment
of cargos.
Consolidation: Aggregation of LCL cargoes and consolidation activities being the core
business of the company it is very focused about its execution. This is done through with
a highly motivated team of professionals with a proven track record, a net work of owned
offices and franchisees in India that covers the length and breadth of the country, a
established network of agents who are all majors in their respective regions giving our
customers best of both worlds irrespective of which sector the business is headed!! Our
valuable customers comprise of some of the biggest names in Freight Forwarding in the
domestic market, Multi-National Companies having global presence and conglomerates.
Forwarding & Consolidation company for smooth shipment:

The recognized Freight Forwarding Company who does consolidation services to the
Companies in India. Our well trained operational staff has diverted their total attention to
each and every shipment, of which in it resulting the delivery of our customer's shipments
the next day or the following day, as a value added special service.
Documentation - Equip your Documentation team with the most automated

documentation system. All documentation related requirements are catered in this
module.
 Documentation Sea - Export, Import,
 Documentation Air - Import & Export
Customs Duty Calculation - Automatic Duty calculation at finger tips. Updates for the
duty structures based on notification and circulars are handled by ITISL.
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 Automatic Duty Calculation based on products, schemes, shipment type
In-Bond/Ex Bond - Jobs related to In-bond and Ex-Bond is handled in the

POWERSHELL Exim smoothly. It helps to automate the transaction. Some key features
-
 Manage multiple Ex-Bonds against one In-Bond.
 Manage Inventory at each for every In-Bond
 Bond to Bond Transfers and
 Consulate Shipment
License Master - License Master maintains the records of customers' licenses and after
every debit it is updated automatically. Some of the key features –
 Manage Customer's Export & Import Licenses
 Get reports of licenses nearing expiry date, or with balance quantity.
 Add value to your service by updating your customer about their license details.
ICEGATE & EDI Module - Filing to ICEGATE become easier and more accurate. A
Check is performed before filing to ICEGATE to avoid errors.
 Prepare checklist before filing to ICEGATE.
 Import & Export EDI Generation for Air & Sea Jobs
 Generate Console IGM
 Generate .sb or .be file and file to ICEGATE or upload to ICEGATE
 Save the file and save to floppy for manual filing
 Manual Shipping Bill / Manual Bill Of Entry printing
Exim Reports & Statutory Reports

 N Form & GSP Form
 Certificate Of Origin
 Annexure
 Gatt Declaration
 Bill Of Entry
 Print Online Docket for Export & Import Jobs
 Job Registers
 In Bond - Ex Bond Register
Auto DSR Report- Automatic Generation of Shipment Status Report (DSR).
55 | P a g e
3.4.15.3 Documents that can be presented for payment
To receive payment, an exporter or shipper must present the documents required by the
LC. Typically, the payee presents a document proving the goods were sent instead of
showing the actual goods. The original bill of lading (BOL) is normally the document
accepted by banks as proof that goods have been shipped. However, the list and form of
documents is open to negotiation and might contain requirements to present documents
issued by a neutral third party evidencing the quality of the goods shipped, or their place
of origin or place. Typical types of documents in such contracts include.
 Financial Documents — Bill of Exchange, co-accepted draft

 Commercial Documents — Invoice, packing list
 Shipping Documents — Transport document, insurance certificate, commercial,
official or legal documents
 Official Documents — License, embassy legalization, origin certificate, inspection
certificate, phytosanitary certificate
 Transport Documents — Bill of lading (ocean or multi-modal or charter party),
airway bill, lorry/truck receipt, railway receipt, CMC other than mate receipt,
forwarder cargo receipt
 Insurance documents — Insurance policy, or certificate
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Sample- Notification of Documentary Credit page-1
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S
ample- Notification of Documentary Credit page-4
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3.4.16 Shipping documents
Air waybill, bill of lading, or truck bill of lading, commercial invoice, certificate of

origin, insurance certificate, packing list, or other documents required to
clear customs and take delivery of the goods.
The Air Waybill (AWB) is the most important document issued by a carrier either directly
or through its authorized agent. It is a non-negotiable transport document. It covers
transport of cargo from airport to airport. By accepting a shipment an IATA cargo agent
is acting on behalf of the carrier whose air waybill is issued.
Air Waybills have eleven digit numbers which can be used to make bookings, check the
status of delivery, and current position of the shipment. The number consists of:
 1. The first three digits are the airline prefix. Each airline has been assigned a 3-
digit number by IATA, so from the prefix we know which airline has issued the
document.
 2. The next seven digits are the running number/s - one number for each
consignment
 3. The last digit is what is called the check digit. It is arrived at in the following
manner:
The seven digit running numbers are divided by 7, by using a long division calculation.
The remainder becomes the check digit. That is why no AWB number ends with a figure
greater than 6. Air waybills are issued in 8 sets of different colors. The first three copies
are classified as originals. The first original, Green in color, is the Issuing Carrier's copy.
The second, colored Pink, is the Consignee's Copy. The third, colored Blue, is the
Shipper's copy. A fourth Brown copy acts as the Delivery Receipt, or proof of delivery.
The other three copies are white.
There are several purposes that an air waybill serves, but its main functions are:
 Contract of Carriage.
Behind every original of the Air Waybill are conditions of contract for carriage.
 Evidence of Receipt of Goods
When the shipper delivers goods to be forwarded, he will get a receipt. The receipt is
proof that the shipment was handed over in good order and condition and also that the
shipping instructions, as contained in the Shipper's Letter of Instructions, are acceptable.
After completion, an original copy of the air waybill is given to the shipper as evidence of
the acceptance of goods and as proof of contract of carriage.
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 Freight Bill
The air waybill may be used as a bill or invoice together with supporting documents
since it may indicate charges to be paid by the consignee, charges due to the agent or
the carrier. An original copy of the air waybill is used for the carrier's accounting
 Certificate of Insurance
The air waybill may also serve as evidence if the carrier is in a position to insure the
shipment and is requested to do so by the shipper.
 Customs Declaration
Although customs authorities require various documents like a commercial invoice,

packing list, etc. the air waybill too is proof of the freight amount billed for the goods
carried and may be needed to be presented for customs clearance The format of the air
waybill has been designed by IATA and these can be used for both domestic as well as
international transportation. These are available in two forms, viz. the airline logo
equipped air waybill and the neutral air waybill. Usually, airline air waybills are distributed
to IATA cargo agents by IATA airlines. The air waybills show:
 the carrier's name

 its head office address
 its logo
 the pre printed eleven digit air waybill number
It is also possible to complete an air waybill through a computerized system. Agents all
over the world are now using their own in-house computer systems to issue airlines' and
freight forwarders' own air waybills. IATA cargo agents usually hold air waybills of
several carriers. However, it gradually became difficult to accommodate these pre-
numbered air waybills with the printed identification in the computer system. Therefore a
neutral air waybill was created. Both types of air waybills have the same format and
layout. However, the neutral air waybill does not bear any pre-printed individual name,
head office address, logo and serial number.
 Bill of Lading
A Bill of Lading is a document generated by a shipping line or its agent, giving details of
a shipment of merchandise. Alongside this principal purpose, the bill of lading also
certifies that the goods have been shipped aboard a vessel (and in some cases certifies
the condition of the goods at the point of loading), assigns title to the goods, and
requires the carrier to release the merchandise to the holder of the title or a named party
at the destination port.
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A bill of lading is a standard-form document. It is transferable by endorsement (or by
lawful transfer of possession) and is a receipt from shipping company regarding the
number of packages with a particular weight and markings and a contract for the
transportation of same to a port of destination mentioned therein. [4] In the case
of Coventry v Gladstone, Lord Justice Blackburn defined a Bill of Lading as "A writing
signed on behalf of the owner of ship in which goods are embarked, acknowledging the
receipt of the Goods, and undertaking to deliver them at the end of the voyage, subject
to such conditions as may be mentioned in the bill of lading." A bill of lading is a key
document used in the transport of goods. As a document of title, it is also an
important financial instrument.
 The legal status and uses of the bill of lading
Under the Hague-Visby rules, a bill of lading is only prima facie evidence of receipt.

Section 4 the UK Carriage of Goods by Sea Act 1992 (which repealed and replace
the Bills of Lading Act 1855) provides that a bill of lading is conclusive evidence of
receipt. This overturned the old rule, established in Grant v Norway (1851).
Section 1 the UK Carriage of Goods by Sea Act 1992 provides that a bill of lading must
be negotiable. Also, it provides that a bill of lading includes a "received for shipment bill"
(i.e. a B/L issued by a freight forwarder), and a B/L may be electronic.
 As a receipt
The principal use of the bill of lading is as a receipt issued by the carrier once the goods
have been loaded onto the vessel. This receipt can be used as proof of shipment for
customs and insurance purposes, and also as commercial proof of completing a
contractual obligation, especially under Inco terms such as CFR ( Cost and freight ) and
FOB-(free on board)
 As evidence of the contract of carriage
The bill of lading will rarely be the contract itself, since the cargo space will have been
booked previously, perhaps by telephone, email or letter. The preliminary contract will be
acknowledged by both the shipper and carrier to incorporate the carrier's standard terms
of business. If the Hague-Visby Rules apply, then all of the Rules will be automatically
annexed to the bill of lading, thus forming a statutory contract.
 As title
The bill of lading confers prima facie title over the goods to the named consignee or
lawful holder. Under the "nemo dat quod non habet" rule ("no-one may give what he ain't
got"), a seller cannot not pass better title than he himself has; so if the goods are subject
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to an encumbrance (such as a mortgage, charge or hypotheque), or even stolen, the bill
of lading will not grant full title to the holder.
 As a negotiable document
A bill of lading may be traded in much the same way as the cargo, and even borrowed
against if desired. This is a very important and common document used in export and
import trade globally.
 Certificate of Origin
A Certificate of Origin (often abbreviated to C/O or COO) is a document used

in international trade. It is a printed form, completed by the exporter or its agent and
certified by an issuing body, attesting that the goods in a particular export shipment have
been wholly produced, manufactured or processed in a particular country.
Or in Short “A Certificate of Origin (CO) is a document which is used for certification that
the products exported are wholly obtained, produced or manufactured in a particular
Country. It is generally an integral part of export documents.
The “origin” does not refer to the country where the goods were shipped from but to the
country where they were made. In the event the products were manufactured in two or
more countries, origin is obtained in the country where the last substantial economically
justified working or processing is carried out. An often used practice is that if more than
50% of the cost of producing the goods originates from one country, the "national
content" is more than 50%, then, that country is acceptable as the country of origin.
When countries unite in trading agreements, they may allow Certificate of Origin to state
the trading bloc, for example, the European Union (EU) as origin, rather than the specific
country. Determining the origin of a product is important because it is a key basis for
applying tariff and other important criteria. However, not all exporters need a certificate
of origin, this will depend on the destination of the goods, their nature, and it can also
depend on the financial institution involved in the export operation.
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Sample- Shipping Documents (Airway Bill)
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Sample- Shipping Documents (Commercial Invoice & Certificate of Origin)
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Sample- Shipping Documents (Details Packing List)
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S
ample- Shipping Documents (Weight List)
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SWOT Analysis of
Union Textile
Company ltd.
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CHAPTER- 4:- SWOT Analysis of Union Textile Company ltd.
The main objective of any business institution is to earn profit and top survive in the
market with a better competitive position. Uniontex is not an exception. The main
objective of this company is also earning profit.
It is known that, Profit = Revenue – Expense. With the changing business environment

profit, revenue and expense also change. There are many factors which force to change
the profit, revenue and expenses.
4.0 Strength of Union Textile Company ltd.:
There are many factors that help in increasing or decreasing the profit of the company.
When the profit increases, it is treated as the strength of the company.
Skilled workforce:
From its beginning Union Textile Company ltd. looks into the combination of
effectiveness and efficiency regarding its objectives. As a result within a few days it got
the higher regard from its buyers.
Market Reputation:
Union Textile Company ltd. is one of the major Mills in China that's why they have little
bit reputation in exporting market and having trust from buyer cause people less trust
worthy about Chinese goods.
Collaboration with suppliers:
To provide higher value in their value delivery process Union Textile Company ltd. has
built the long-term relationship with some competent suppliers. This collaboration makes
this organization honest to its commitment of quality and scheduled delivery to its
buyers.
Permanent Buyers:
For its reputation' of committed organization it has built a marketing network with some
prominent buyers. These buyers are not easily vulnerable to other factories, as they are
satisfied with Union Textile Company ltd. for its efficiency and effectiveness.
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Collaboration with backward linkage industry:
To be ever successful in their commitment to their buyers they always assure the on
time delivery of the accessories needed in the manufacturing process. Merchandizing
dept. has taken the responsibility of supplying these accessories to the manufacturing
process for its assured supply. For the convenience of this responsibility they have built
long term relationship with the suppliers of accessories that they don't manufacture and
done necessary paper work with strong term and conditions with those accessory
suppliers.
Long-term relationship with buyers:
Union Textile Company ltd. honors the long-term relationship with their buyers. So the
buyers remain loyal to the company. This is the reason long-term relationship with their
buyers is strength of the company.
4.1 Weaknesses of Union Textile Company ltd.:
There are many factors that help in increasing or decreasing the profit of the company.
When the profit decreases, it is treated as the weakness of the company.
Fail to attract big Buyers:
Despite effectiveness and efficiency one of the weaknesses of Union Textile Company
ltd. is its short capacity. For its low level capacity Union Textile Company ltd. it's
deprived from potential growth resulting from its present reputation, which could be
achieved otherwise.
Not International standard certified:
Union Textile Company ltd. is not ISO certified organization. Not to say that, being as a
proof of quality, ISO certificate is very much essential for the spreading of its market.
No updated web site:
Union Textile Company ltd. has a website named www.cnuniontex.com, the web site is
not updated for about 7-8 years. It would be more communicative if it had an updated
web site. Much of the business correspondence executed on online. Buyers would feel
more convenience if Union Textile Company ltd. had an updated web.
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Lack of warehousing:
There is no proper placing for final products to place them safely and at the time of their
dispatch there is possibility of mistake.
Communication Gap:
There are a little bit gaps in communication between the departments. May be these
confirm each and every thing from each other but still they make mistakes and blame
each others to safe them.
HR Department:
HR Department is almost useless and only performing two activities. These activities are
making salaries and attendance of the employees and workers. They are not working to
train the employees and making appraisals to evaluate them.
4.2 Opportunities of Union Textile Company ltd:
There are many factors that help in increasing or decreasing the revenue and expense
of the company. When the revenue increases and the expense decrease, it is treated as
the opportunity of the company.
Low production cost:
The production cost in China is very cheap. So it is an opportunity for Union Textile
Company ltd.
Motivating the employees:
HR department can prove and show them they are here for employees by motivating the
employees performing their best. They can find the motivation level of their employees
and give them incentives to motivate them.
Advertising:
Union Textile Company ltd. has the opportunity to advertise about their selves to
promote their textile products.
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They can advertise in international magazines about their selves. Union Textile
Company ltd. can publish its own local business magazine to promote their selves. Can
be advertised over the internet (electronic Marketing)
Union Textile Company ltd's own office in different countries:
Union Textile Company ltd. can open its own shops in local market where they can
display their garments products and Apparels as well as curtains. The big advantage
would be that advertising would be done automatically and your textile products would
also be sold to local market.
Online Shopping Store:
Union Textile Company ltd. can open its online store where they can show their fabrics
variety and apparels. The advantage of this step would be
 Online Marketing
 Capturing the market over internet internationally
 Capturing the market over internet locally
 The material can be sold out at online shop.
Technology:
The technology has been improved for the textile industry and these technologies are
being acquired by the international competitors as well as by local competitors so they
are producing good quality garments products and increasing the efficiency as well as
decreasing the cost of production. Union Textile Company ltd. has the opportunity to
invest for the new technology. By acquiring the latest technology, they can increase the
production quality, efficiency and can decrease the cost of production.
4.3 Threats of Union Textile Company ltd.:
There are many factors which are harmful for the company and may cause potential
minimizing of the revenue and maximizing the expenses of the company. These are
known as the threats.
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The threat of new entrants:
As the buying industry in our country is in the stream of growth the industry provides a
good feed to new entrants. So in this industry Union Textile Company ltd. as a fabrics
manufacturer needs high strategic stakes to survive.
The bargaining power of the firm's suppliers:
In this industry as garment manufacturers are numerous and their forward integration
systems are not strong for their illiteracy or inability to convince the foreign buyers.
Therefore Union Textile Company ltd. enjoys little bargaining tendency of garment
manufacturers.
The bargaining power of the firm's buyers:

In our country Union Textile Company ltd. industry faces a little bargain over the
negotiation as a boon of quota system. As a result the bargaining power of Union Textile
Company ltd. is very little.
Local competitors:
Bangladesh is a lucrative domain for foreign buyers of garment products. As a result the
garment industry itself is very lucrative to the local entrepreneurs.
Political unrest:
In our country political instability often hampers the effectiveness and efficiency of
business organization. Thereby political unrest is a notable threat to the smooth function
of Union Textile Company ltd.
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Recommendation &
Conclusions
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CHAPTER 5:- Recommendation & Conclusions
5.1 Recommendation for marketing problems:
 Union Textile Company ltd. Ltd. should be more careful and attentive in
monitoring the production. So that production goes on schedule and any
unwanted occurrence such as short shipment may not occur due to late delivery.
 In the findings have mentioned that buyers do riot want to negotiate on quality.
So, maintaining product quality for Union Textile Company ltd. is very important.
To maintain appropriate quality, Union Textile Company ltd. should take
necessary steps such as training course for their quality controller or inspector
etc.
 The total industry should keep in mind that they need a truly international outlook
for exporting to attract buyers as well as long-term commitment with both of their
buyers and suppliers.
 The total industry must achieve an international reputation for quality to challenge
the quota free environment.
 They should ensure that they have all the resources for garment export.
 They should start marketing through trade fair.
 They can advertise in international magazines about their selves.
 Union Textile Company ltd. can publish its own local business magazine to
promote their selves. Can be advertised over the internet (electronic Marketing)
 By holding the seminars on textile industry and offer to attend the seminars to
their customers
 International business seminars in multiple countries and offer their products to
already existence and new customers.
 Make a documentary as a business story about Union Textile Company ltd. and
offer it to show out through such channels which can accept this offer for example
National Geographic Channel which shows such programs on different
companies in the world.
 Monthly Budget, by making monthly budgets for each department especially for
the commercial department, the late shipments and late purchasing of yarn can
be vanished.
 Organize fashion shows in foreign countries as well as in local markets.
 Strengthening the local liaison office.
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5.2 Conclusion
In conclusion I can say that this internship report is really essential for every student of
business studies to get idea about textile industry. By completing this report I have got
overall idea of RMG sector and these may be helpful to know about the technical and
management knowledge of garments industry also these sector related organizations.
This is a huge sector and yet to discover the whole.
I want to thank my department Head for giving me great opportunity of learning. This
Internship program will help me in the further challenges of life. I try my best to make this
project enriched with lots of apparel related documents. Union Textile Co. ltd is really a
good experience for me because every person of there so much helpful and give me the
proper methods of practical learning. So, at last, there is a hope of eradicating all the
obstacles and become the leader of garment industries in near future.
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References:
 www.cnunointex.com
 http://dspace.bracu.ac.bd/bitstream/handle/10361/2859/09104146.pdf?
sequence=1
 http://internshipreportbd.blogspot.com/2012/10/an-internship-report-on-
marketing.html
 http://internshipreportbd.blogspot.com/2013/01/bd-Internship-Report-Unlimited-
Collection.html
 http://www.assignmentpoint.com/other/internship-report-on-marketing-activities-
in-bextex-ltd.html
 http://www.isca.in/IJES/Archive/v2i2/7.ISCA-RJEngS-2013-002.pdf
 http://www.reportlinker.com/ci02115/Clothing-and-Textile.html
 Mr. David Hu
Managing Director
Union Textile Company Ltd.
 Mr. Akhter Hossain Khan

Country Manager
Union Textile Company Ltd.
 Mr. Uttam Kumar Paul

CEO
G-Tex Fabrics
 Mr. Palsh Kumar Paul

Merchandiser
G-Tex Fabrics
 Ms. Ella
Senior Merchandiser
Operation (South Asia Region)
Union Textile Company Ltd
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Appendix
List of abbreviations:
Tint: dark area wanted by buyer which is done in denim garment. It can be blue, yellow,
pink etc. Placket: the line where button is placed in shirt.
Enzyme wash: wash using by enzyme to make the garment white. It is done in denim
product. Bleach wash: it is done for the light shade of denim
Popper: snap button which has four parts
Garment Accessories: labels, barcodes, alarms etc
Thread code- different threads are used for different areas. Like 20/2, 20/3, 40/2. In
midst 20/2 is thicker than all.
PI- Proforma Invoice
PO- Purchase of order
PP- Preproduction sample
SQ- Short Quantity
OQ- Order Quantity
QC- Quality Control
UCP- Uniform Customs and Practices
GSM- Graham Square Meter
ETA- Estimated Time of Arrival
ETD- Estimated Date of Delivery
HS Code- Harmonized System Code
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Internship Report ON Marketing Merchandising in Garments Industry

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Internship Report ON Marketing Merchandising in Garments Industry

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INTERNSHIP REPORT

United international university

Submission Date: 13th October, 2014

September 31, 2014

Prof. Dr Habibur Rahman

Subject: Internship report on merchandising department in garments industry.

With great pleasure, here I submit my internship report on “Merchandising in Garments

Kazi Oasek Bin Khorshed

I was bound in my theoretical knowledge. It is my first experience to acquire knowledge

1.0 Introduction of the study……………………………………………………….. 9

CHAPTER 2: Profile of the Organization

2.0 Profile of Union Textile Ltd

CHAPTER 3: Merchandising Department

3.4.12 Preparation of production files for production starting…………. 41

3.4.12.2 Preparation & conducting of pre production meeting in factory

3.4.12.3 Sequence of Production merchandising process………… 42

3.4.13 Hourly daily & monthly production report…………………………. 44

CHAPTER 4: SWOT Analysis of Union Textile Company ltd.

4.0 Strength of Union Textile Company ltd…………………………………….. 69

4.1 Weaknesses of Union Textile Company ltd……………………………….. 70

4.2 Opportunities of Union Textile Company ltd……………………………… 71

4.3 Threats of Union Textile Company ltd……………………………………... 72

CHAPTER 5:- Recommendation & Conclusions

5.1 Recommendation for marketing problems…………………………………. 75

CHAPTER 1:- Introduction

Major Responsibilities of Marketing Intern at UNION Tex:

1.1 Origin of the Study

1.2 Purpose of the Study

 Its documents for future.

CHAPTER 2- Profile of the Organization

2.1 Union Textile Ltd at a glance

Let’s see different types of fabrics according to their uses.

S/l no Fabrics Name Uses of fabrics

Sample: Solid Texture Fabrics

Sample: Cotton Stretch Fabrics

Sample: Denim Fabrics

Sample: Corduory Fabrics

3.2 Types of Merchandising:

Two type of merchandising done in garment exports

3.2.1 Marketing Merchandising: Main function of marketing merchandising is

3.3 Key responsibilities of merchandiser are as follows:

Most importance things for a Merchandiser is

The responsibilities of a smart Merchandiser are handling order at four stages.

Let’s see different types of fabrics according to their uses.

S/l no Fabrics Name Uses of fabrics

I am X, SR Merchandiser of The UNION Tex. We are the manufacturer & exporter of

In addition, its operation is largely strengthened by a group of capable suppliers located

Please send us your current inquiry for sampling & costing.

Your kind co-operation would be highly appreciated.

Thanks & Best Regards

Feed –back from buyer in response to first email

3.4.3 Approval procedure of sales samples

3.4.4 Negotiation (price) process & ending of negotiation

A purchase order (PO) is a commercial document and first official offer issued by

Companies use purchase orders for several reasons:

 Purchase orders allow buyers to clearly and explicitly communicate their

1. Before Shipment credit facility

Those items are included in P.O. This are:

In some countries, customs may accept a pro forma invoice (generated by

A letter of credit is a document issued by a financial institution, or a similar party,

Letters of credit are used primarily in international trade for transactions between a

Letters of Credit (L/C) is in general a conditional document extended by the bank in

Kinds of Letters of Credit (L/C):