Common OEM Issues and How They Are Handled in the Field

Case Study 1: Business Bag OEM Project

This case study involves an OEM project for a business bag, commissioned by a Tokyo-based client (Client A), which involved making improvements to an existing product.

The initial sample had no issues with either the finish or usability, and we were scheduled to proceed directly to mass production.

Client A was very satisfied, stating, “This will sell,” and the project appeared to be progressing smoothly as an OEM project.

However, a major issue was discovered when we checked the pre-production samples.

The issue was that the bag would not stand on its own.

Although there was no major difference in appearance compared to the initial sample,

when actually placed on the floor, the bag would tip over, failing to meet the functionality required of a business bag.

Upon investigating the cause through HubBuyer, it was discovered that the specifications of the core material used in the bottom had been changed.

While the initial sample used a 5mm-thick core material,

the pre-production sample had been changed to 3mm-thick core material.

The factory viewed this as an “adjustment that would not affect the appearance,”

it no longer met the functional requirement highly valued by the Japanese side: that "a business bag must stand on its own."

Subsequently, we carefully shared with the factory the typical usage scenarios for business bags in Japan and the functionality demanded by the market, and aligned our understanding.

Furthermore, by creating a specification document that clearly defined the bottom structure and the thickness of the core material, we established a system capable of consistently reproducing the same quality as the initial sample.

As a result, mass production proceeded without issues, and no quality problems have arisen during subsequent production runs.

Currently, this business bag has become Client A’s flagship product on ZOZOTOWN,

with sales typically reaching several thousand units per month, and exceeding 10,000 units per month during February and March when demand for business bags peaks.

It can be said that such issues are points we can identify precisely because we understand the Japanese market and the sales environment.

Even in the case of OEM improvements to existing products, which may seem simple at first glance, there are actually many points that need to be verified,

and a perspective grounded in Japanese business customs and usage scenarios is essential.

That is why, when proceeding with OEM, it is important not to make decisions based solely on price or speed,

but rather to choose an agency with a deep understanding of the Japanese market and practical experience.

Case Study 2: Parka OEM Project

This case study details an OEM project for a hoodie featuring a custom design, commissioned by a client (Client B) based in Osaka.

Client B requested that we proceed with the OEM project using a design featuring an animal illustration on the front.

The design itself was clear, and even though this was their first OEM project, everything seemed to be proceeding smoothly.

However, during the initial sample review stage, our staff noticed something off.

It was the orientation of the animal pattern on the front.

At first glance, the design appeared to be exactly as instructed, but upon closer inspection, the left and right sides were reversed from the intended orientation.

When HubBuyer investigated the cause, we discovered that the original design image provided by Client B was a photo taken with a smartphone’s front-facing camera (selfie),

resulting in an image that was already flipped horizontally at the time of capture.

Client B believed that “the orientation shown in the photo is correct,” but

but due to the specific characteristics of front-facing cameras, there was a risk that if the data was sent to the factory as is, the pattern would be mass-produced facing the opposite direction from what was intended.

We noticed this issue during the initial sample stage, confirmed it with Client B, and

we recreated the data with the correct orientation.

We produced another sample using the corrected design, and after final confirmation, we proceeded to mass production.

As a result, there were no issues with the design orientation in the mass-produced items,

and we were able to successfully OEM-produce the hoodie exactly as Client B envisioned.

As demonstrated in this case, even if there are no issues with the design itself in apparel OEM,

differences in how the source data was created or in the perspective used for verification can lead to serious quality issues.

In OEM production, the ability to "notice anything amiss" before handing the data over to the factory is a critical factor in avoiding problems.

Case Study 3: OEM Project for Loose Socks

This case study details an OEM project for loose-fit socks commissioned by a business in Nara Prefecture (Client C).

The client requested a product designed for the Japanese market that prioritized volume, comfort, and a "neat, loose look."

The initial sample had no issues with silhouette, length, or drape, and the fit and stability when actually worn were also excellent.

Client C also gave positive feedback, stating, “With this finish, there are no issues,” and we were scheduled to proceed to mass production.

However, upon reviewing the pre-mass production samples, a clear issue was discovered.

Specifically, the drape when worn looked unnatural, and the garment lacked volume.

While there was no major difference in appearance, when actually worn,

the drape did not hold its shape properly, and the fit felt noticeably different from the initial sample.

Upon investigating the cause, we discovered that the rubber material used had been changed.

In the initial sample, natural rubber had been used to balance a loose fit with elasticity.

However, in the pre-production sample, it had been changed to polyurethane rubber.

Upon checking with the factory, we learned that polyurethane rubber offers superior durability,

and they had changed the material with the best of intentions, believing it would result in a product that could be used for a long time.

However, in the Japanese market for loose socks, the tightness when worn and the stability of the fit are prioritized over durability.

As a result, the material change had negatively impacted both comfort and the silhouette.

We identified the differences in characteristics between natural rubber and polyurethane rubber, as well as the differences in how they feel when worn,

and the standards for loose socks demanded by the Japanese market, and shared this information with the factory, formalizing the specifications—including the rubber material.

As a result, we were able to reproduce the same comfort and silhouette as the initial sample,

and established a system to proceed with mass production.

What this case study demonstrates is that in OEM manufacturing, “high-performance materials” do not necessarily equate to “the right choice.”

Especially in apparel products, the feel and appearance—which cannot be expressed in numbers—greatly influence quality.

To ensure stable OEM production, even when there are changes to materials or specifications,

it is essential to verify them based on the specific usage scenarios in the Japanese market.

So, why do OEMs lose their way along the way?

People often assume that OEM issues are caused by "factory errors" or "defective products," but

in reality, most cases are caused by miscommunication along the way.

• Differences in the interpretation of specifications
• Differences in data assumptions
• Changes to materials or processes made with good intentions
• Failure to share usage scenarios specific to the Japanese market

These discrepancies do not surface during the sample stage but only emerge as problems prior to mass production or during the mass production process.

In OEM projects, the more instances of “I thought we agreed” or “I thought I communicated that” accumulate, the further the finished product drifts from the original vision.

This is the primary reason why OEM projects go off track.

Our Philosophy and Position as a HubBuyer

HubBuyer acts as an intermediary between manufacturers and customers, playing a key role in resolving potential misalignments before they arise.

We do more than simply convey specifications; we explain how the product will be used in the Japanese market,

what the “key quality criteria” are, and which parts must not be altered,

and we place great importance on creating a system that prevents misalignments from occurring during the process.

For OEMs, the ability to “consistently produce the same product” is more important than simply “being able to make it.”

At HubBuyer, we believe the essence of OEM support lies not in resolving issues as they arise,

but rather resolving them in a way that prevents the same problem from occurring again—this is the essence of our OEM support.