Inspection in China: documents the buyer prepares

This article describes common industry practice, not official rules.

Before an inspection in China, buyers usually send the inspection company a set of documents. Each document lets the inspector check something specific: what was ordered, what the product should be, how to check it, how it is packed and marked, and where the goods are. This article goes through that set by purpose and explains why each part helps.

Purchase order and order details

The purchase order is usually the starting point. It tells the inspector which product was ordered, the quantity, and the references that buyer and supplier agreed on, such as an item code or a model name. Without these details, an inspector may find the right factory but check the wrong batch.

Product specification and reference samples

A specification describes what the product is supposed to be. Buyers commonly add technical drawings, a bill of materials that lists parts and materials, and an approved sample or photographs of it. Colour or material references, such as a fabric swatch or a colour reference from a paint chart, help when words alone do not settle a question.

An approved sample, sometimes called a golden sample, is usually kept by the buyer or the agent and marked as approved. The inspector compares the goods with it, so the sample and the written specification should match. If they differ, it helps to agree in writing which one applies.

Inspection checklist and instructions

The inspection checklist lists the items to check. Items often include appearance, measurements, marking, packaging, and function. The inspection instruction usually adds how each item is checked and how each defect is classified as critical, major, or minor.

Sampling is usually written into the contract or the instruction. That way the inspector, the buyer, and the factory all know how the lot will be sampled and how the results will be recorded.

If the buyer wants on-site tests, the buyer usually names them in the checklist. Typical examples are a function test or a measurement check. The checklist also says what is measured and how the result is written down.

A laboratory test is a separate activity. A laboratory measures properties under controlled conditions and produces a test report. An on-site check at the factory does not replace it. Whether a legal or certification requirement applies is for the regulator or an accredited laboratory to confirm.

Packing and marking documents

Packing instructions describe how the goods go into inner packs and cartons. Carton marks and labels show what each carton holds and where it goes. Buyers often send label and artwork files too, so the inspector can compare the printed text with the approved file.

A common approach is to send the final artwork version and note the date it was approved. That makes it clear which version the inspector should compare against.

Factory contact and address

Buyers usually give the inspector the factory address and the name of a contact person. The contact person arranges access to the production area and the warehouse. The inspector is a third party that is not the factory or the seller, so the factory contact helps the inspector reach the goods, not judge them.

Documents for loading checks

For a container loading check, the packing list usually shows what goes into the container, carton by carton. The shipping marks show how the cartons are labelled for the buyer's warehouse. The container seal is usually recorded in the report, so the buyer can match the sealed container with the loading details.

Keeping the documents consistent

Keep one current version of each document. Put the date on each file and replace older copies in every folder that holds them. Product codes, names, and descriptions should match across the purchase order, the specification, the checklist, and the packing list.

Send the documents in a language that both the inspector and the factory can read. If a document changes after the inspection has been booked, a common approach is to send the new version with a short note on what changed. Then the inspector and the factory work from the same file.