A real v1 feedback email
Sent the morning after a buyer received the first sample of a custom seated bear. Quoted as written.
Buyer email
Subject: Re: sample arrived — feedback below
sample arrived yesterday, thanks. overall direction is right, but a few things: 1. ear angle is too sharp / pointy — we wanted softer, more like a sleepy bear 2. fur color came back a bit yellow, should be cooler grey, like the pantone we sent in the brief 3. left-side body seam is visible from the front, looks ugly 4. the mouth is kind of frowning, should be neutral or slight smile 5. also — is it possible to add the embroidered logo on chest like in our original sketch? i think we forgot to mention this last time need v2 by the 25th if possible. let me know.
Each comment sorts into one of three buckets
Knowing which bucket each comment falls into helps you anticipate timing and cost before sending feedback.
Bucket 1 · Quick fix
Same pattern, change a small thing
No re-cutting fabric. No new pattern. The existing sample body can be adjusted in days, not weeks.
From the email above
- #3 visible side seam — re-stitch on the existing piece, hide it inward.
- #4 frowning mouth — re-embroider only the mouth thread, same panel.
Bucket 2 · Pattern or material remake
Needs a fresh sample, not a touch-up
The pattern or fabric source has to change. A new sample is cut. This adds time and may carry a partial new sample charge — the exact arrangement is in the revision quote before work starts.
From the email above
- #1 ear angle — softer angle means a new ear panel pattern. Cannot be re-shaped on the existing piece.
- #2 yellow vs cool grey — different fabric lot or different mill. Re-source against the Pantone code from the brief.
Bucket 3 · New addition (not a revision)
This is a scope change
An ask the v1 brief did not include. Fair to add now, but flagged as new scope so the timing and cost are not silently absorbed.
From the email above
- #5 chest embroidered logo — needs the logo file at vector resolution and a colour spec, then a new embroidery setup.
The reply, in full
Sent the same evening so the sample room could brief in the morning.
PlushToys.Fun reply
Subject: Re: sample arrived — feedback below
Thanks for the feedback — clear and useful. Quick read on each point so we are aligned before the sample room is briefed: 1) Ear angle (softer): we will need a new ear panel pattern. v2 ear will be cut fresh, not adjusted. Adds a few days. 2) Fur colour (cooler grey): re-sourcing against the Pantone you sent. We will email a swatch photo before cutting, so you confirm the new lot before we use it. 3) Visible side seam: quick fix on the existing piece. Re-stitch and hide. 4) Frowning mouth: quick fix, re-embroider only the mouth. 5) Chest embroidered logo: this was not in the v1 brief, so we need the logo file (vector preferred, .ai or .pdf) plus an embroidery colour spec. We will treat this as added scope rather than a revision — happy to do it on v2; just want to be transparent that it is a new ask. Realistic v2 lead time given items 1 and 2 (new pattern + new fabric lot): around two weeks from when the logo file lands and you confirm the new fabric swatch. The 25th is achievable if the logo arrives by Friday. Anything else you noticed and forgot to write down? Better to add it before we cut.
A revision-feedback template you can copy
Sorting comments into the four categories below before sending feedback usually saves a round. The buyer who sent the email above did most of this implicitly; making it explicit speeds the next reply.
Colour & material
Anything about fur shade, fabric texture, filling firmness, accessory colour. Reference a Pantone code or attach a swatch photo if possible.
Shape & pattern
Body proportion, head size, ear shape, limb angle. These are the comments that usually trigger a new pattern, so being precise (with a marked-up photo) saves a round.
Seams & finish
Visible seams, loose threads, wonky stitching, embroidery alignment. These are usually quick-fix items.
Decoration & additions
Embroidered logos, screen prints, hangtags, sewn-in care labels. If these were not in the v1 brief, mark them clearly as additions, not revisions.
A photo with arrows and a one-line note for each issue is more useful than a paragraph of description. Phone-camera photos with the built-in markup tool work fine.
How many rounds is normal
Most projects land on a final approved sample within 1 to 3 rounds. A clean v1-to-v2 jump is common when the brief was clear up front. Three rounds usually happens when the design has unusual proportions, when the buyer is iterating between two creative directions, or when the brand is being aligned across multiple stakeholders. The schedule and any partial new-sample charges for round 3 are spelled out in the revision quote — there is nothing buried.
Send v1 feedback
Annotated photo plus the four-category breakdown is enough. Pantone references and any newly-noticed issues are best in the same email so v2 lands closer to final.
- Take photos of v1 from front, back, and side.
- Annotate each issue and group it under one of the four categories.
- Email the feedback. The reply will spell out what is quick fix, what needs a remake, and a real v2 date.
