Factory Situation: Inspectors check the manufacturing environment prior to start inspection to give an overview about the factory situation. They key checking aspects include cleanliness, organization, production protocol, equipment maintenance, employee practices and environmental control.
Warehouse Situation: Inspectors also check the storage conditions which can directly affect product quality such as temperature control, humidity management, organization, security measures, safety compliance and pest control.
Production Quantity Status: Verifying that the actual quantity of the product matches the quantity stated on the order or packing list.
Verification of the Assortment: If the shipment contains a variety of items, this check ensures that the correct mix and quantity of each item are present.
Carton and Packaging Status: Inspecting the shipping cartons for any damage and performing drop test to confirm the carton can withstand the process of delivery.
Packaging Check: This process confirms the correctness of printing, barcode can be scanned and ensure products is securely packaged as designed.
Shipping Mark: This involves checking the shipping labels on the package are accurate and displayed for easy identification.
Logo and Labeling: This step is to check the products branding elements such as logos and labels are correctly affixed and aligned to brand’s guidelines.
Comparison with approved sample: this is to ensure the product’s color and material matches the sample and is consistent across all units.
Size & Measurement: Checking the dimensions of the products are accurate and consistent with the specifications.
Weight: Ensuring the product weighs within the specified range, which can be critical for shipping costs and compliance with regulations.
Product Appearance: Inspecting the product for any visual defects, such as scratches, dents or inconsistent finishing that could affect customer satisfaction.
Performance, Safety & Function Tests: conducting tests from the user perspective to confirm that the product operates correctly and is safe for use.
Assembly: For products that require assembly especially furniture, checking that all parts fit together properly and that the final product is stable and functional.
Tell me about your product and what’s worrying you. I’ll reply personally with practical next steps, and you’ll also receive my free buyer’s quality guidebook.
Categories | Common defects | Critical defects | Major defects | Minor defects |
Carton, packaging and labels | · Failed drop test · Barcode unscannable · Extra space in carton · Wrong printing · Wrong color · Wrong material | X X
| X X X X X X |
X X X X |
Quantities and assortment | · Not enough quantities · More quantities · Wrong assortment |
| X
X |
X
|
Approved sample/Specification Comparison | · Wrong color · Wrong material · Inconsistent |
| X X X | X X X |
Functionality | · Pose safety issue · Cannot function · Function is not satisfying · Noise · Wobble · Poor assembly | X
|
X X X X X |
|
Performance | · Pose safety issue · Small parts · Fail pull test · Smelly | X X X
|
X |
|
Cosmetic | · Mold · Rusty · Sharp edge · Scratch/Dent/Mark | X X X
|
X |
X |
Size, measurement and weight | · Out of tolerance |
| X
| X
|
Pre-shipment inspection is the best practice to manage the quality of production if you are buying a significant quantity of products. Normally buyers spend 3-5% of cost of product in pre-shipment inspection. The benefits of pre-shipment inspection include but not limited to the following:
There are several parties can help to perform pre-shipment inspection and the pros and cons are illustrated as below:
| Pros | Cons | Best Practice |
Third party inspection company | – Impartial – Only represent you – Resourceful – Professional – Good after sales service – Systematic – Clear whistle blower channel | – Not worth for low shipment value
| If your shipment is worth more than USD 4,000 or if you have faced quality problem before, it is worth to buy inspection service from third party inspection company |
Sourcing/Trading Company | – Can be focus – Resourceful – Good after sales service
| – Usually they represent both buyer and factory – Not professional in quality control | If your shipment value is lesser than USD 4,000, you may delegate the inspection job to sourcing/trading company by setting up a good resolution contract |
Individual/Freelancers | – Lesser cost – Can be professional – Can be flexible | – Lack of systematic approach – Vary service quality depends on the individual’s ability – Risk of no after sales service | If you have been introduced to a trustable individual/freelancer and you have done the due diligence. |
Factory self-inspection | – Save cost – Professional in product making | – Potential of negligence as no other perspective to check the quality – Conflict of Interest | If this is a continuous lot of production, there is no significant changes of production and no quality issues in first shipment. Occasional inspection by third party is advice. |
KOL Quality is the knowledge site of Hazel Kwong, a manufacturing and quality expert who has worked in Shanghai, mainland China, Malaysia and now Hong Kong. Hazel shares practical advice for buyers and always stands on the buyer’s side. When a buyer needs work on the ground, she coordinates it through a trusted quality service company and partner laboratories in China.
First, agree the product requirements and checking criteria, ideally with an approved golden sample. When you place the order, share your supplier’s contact and production schedule with your inspector so they can follow up and book the inspection at the right time. A pre-shipment inspection should be done when 100% of the goods are produced and at least 80% are packed. If you’d like help setting this up, ask me.
A pre-shipment inspection should be done when 100% of the goods are produced and at least 80% are packed. For a first inspection, allow about 5 working days to plan the checking criteria and book the inspector.
Inspection companies have standard checklists for most product categories, but every product and brand is different. The best criteria combine a standard checklist with your own requirements, your approved sample and the issues your customers care about. I’m always happy to review your checklist with you.
You will normally get the pre-shipment inspection report within 24 hours in working days (Monday to Friday).
You’ll usually hear about a failed result on the day of the inspection. Don’t panic, and don’t ship. Review the defects, then agree a resolution or rework plan with your supplier, followed by a re-inspection. If you need help talking to the factory, ask me. I’ve had these conversations many times.
