Choose by purpose
Use sample photographs for appearance context, a technical pack for garment requirements, a specification for item values and a quotation for commercial scope. Identify the decision each attachment supports. Remove irrelevant files that make the current requirement difficult to find.
Label every document
Record project, file name, date, revision and status: inspiration, buyer target, supplier statement or agreed reference. A file named final can become outdated. Use a version that another team can identify and connect the current brief to that specific document.
Explain image limitations
A photograph cannot establish composition, physical hand, performance or batch consistency. State which appearance it illustrates. Include scale and consistent views where useful. Avoid turning an inspiration picture into an exact technical specification that no party has actually measured.
Connect pictures and swatches
Give the physical sample an ID and use the same ID in its photographs and notes. Show the actual specimen being discussed. Similar names can conceal different colours or finishes, so a clear specimen link is more reliable than a general category label.
Remove unnecessary private information
Check permission to share designs, images and customer material. Redact unrelated identities or sensitive commercial information where appropriate. Keep useful technical context. A buyer should choose what the supplier needs to answer the enquiry rather than automatically forwarding a full internal folder.
Send through your chosen channel
The site's attachment directory describes files you intend to share; it does not upload them. Add the actual files yourself in email or the chosen communication service. Review recipients, versions and contents before sending. Copying the directory is not evidence that the files have been delivered.
Your attachment directory
Illustration: a buyer sends one swatch image and a current specification, while keeping an older quote as internal history. The directory marks each file's role and revision. Use the record below to prevent stale files or unapproved disclosures from becoming the basis of a new quotation.
File/sample ID | File name/revision/date | Purpose | Source/status | Permission checked | Included? [one row per intended attachment] Current brief revision: [ID] Physical samples corresponding to photos: [list] Superseded files excluded: [list] Sensitive details removed: [record] Chosen recipient/channel: [entry] Questions each attachment supports: [mapping] Actual sending record: [your communication record]