Quality problems are rarely caused by a factory that cannot produce well. They are usually caused by a specification that was never written down, a sample that was never approved, or a change made after production started.
Write the specification first
Before the deposit is paid, put the product details in writing: material, dimensions, weight, colour references, printing method, packaging and acceptable tolerances. Attach photos and, where possible, a signed sample.
Inspect at three stages
- Pre-production: confirm raw materials and components match the approved sample
- During production: catch assembly and printing issues while they can still be corrected
- Pre-shipment: check the finished quantity, packing and carton marks before loading
Use AQL sampling
Acceptable Quality Level sampling is the standard way to judge a batch without opening every carton. Agree on the inspection level and the defect definitions in advance so the report has a clear pass or fail result.
Document everything with photos
A useful inspection report includes carton counts, product photos, measurement records, defect photos with quantities, and the inspector’s conclusion. Photos taken in the same lighting and angle make comparisons across batches reliable.
Keep the approved sample
The approved sample is the reference for every future order from that supplier. Store it with the specification sheet and note the date, the order number and any agreed deviations.
Most disputes we see could have been avoided with one written specification and one pre-shipment inspection. Both are far cheaper than reworking goods after they arrive.
