INSPECTION PLAN

Customer name: _____________________

Customer address: ___________________

Supplier name: ______________________

Supplier address: ____________________

Product name: _______________________

Product reference: ____________________

Date: ______________________________

TABLE OF CONTENTS
  1. TIMING OF INSPECTIONS
  2. PLACE OF INSPECTION
  3. COMMUNICATION OF THE STATUS OF PRODUCTION
  4. STANDARD AND SETTINGS
  5. FACTORY COOPERATION
  6. IN CASE THE DATE NEEDS TO BE POSTPONED
  7. WHAT TO DO, IN CASE OF FAILURE?
  8. WHAT INSPECTIONS DO NOT REPRESENT
  9. SIGNATURES
1. TIMING OF INSPECTIONS

Customer reserves the right to send his employees/representatives in the factory to inspect production at anytime.

2. PLACE OF INSPECTION

Supplier must allow for visits of Customer’s employees/representatives in the factory that actually produces the goods to inspect.

If several factories produce these goods, Supplier must inform Customer about it, provide their addresses, and allow for visits in these factories. This information must be sent by the Supplier by email, at or before the time production starts.

3. COMMUNICATION OF THE STATUS OF PRODUCTION

It is important for the Customer to have some advance notice about the main steps of production, so that inspections can be planned in advance (in case the Customer decides to perform these inspections).

  • Supplier should send an email to Customer 3 workdays before it receives the main materials/components, and should send a confirmation email on the day they arrive in the factory’s warehouse.
  • Supplier should send an email to Customer 3 workdays before the factory starts working on its order, and should send a confirmation email on the same day it happens.
  • Supplier should send an email to Customer 3 workdays before the first finished products are out of the lines (i.e. fully produced), and should send a confirmation email on the same day it happens.
  • Supplier should send an email to Customer 3 workdays before 100% of the shipment quantity is finished and 80% is fully packed (i.e. ready to ship), and should send a confirmation email on the same day it happens.
4. STANDARD AND SETTINGS

Product inspections will be based on a random sampling, and conducted according to the ISO2859-1 standard (single stage, normal severity, level to be determined as Customer sees fit).

Acceptable quality level (AQL) is 0 for critical defects, 2.5 for major defects, 4.0 for minor defects.

5. COOPERATION OF THE FACTORY

The factory MUST agree to:

  • Gather all the cartons ready for inspection in one place (inspection room or warehouse).
  • Give easy access to all cartons for counting and picking purposes.
  • Carry the cartons randomly selected by the inspector to the inspection location, if different from cartons location.
  • Help unpack the samples selected by the inspector.
  • Repack the samples that passed the inspection. (Defective samples must be checked and reworked.)
  • Provide access to necessary testing equipment.
6. IN CASE THE DATE NEEDS TO BE POSTPONED

Changes in inspection dates, and changes of inspection location, MUST be notified by email by Supplier to Customer and to the inspection team at the latest 5:00pm China time 2 workdays before the date that had been previously confirmed.

Should Supplier not respect the above-mentioned deadline, Customer will consider it as a late postponement. Customer will issue a debit note for 150 USD per man-day, plus any travel expenses that were already engaged.

Important note: if Customer appoints an inspection company, that company will send their own conditions to Supplier. Supplier must respect these conditions, which should be considered as an addition to the present document’s conditions.

7. WHAT TO DO, IN CASE OF FAILURE?

If a product inspection is failed, Supplier will get in contact with Customer within 24 hours with a detailed explanation. If shipment is delayed because of unacceptable quality, Supplier will bear all consequences for this delay.

If a product inspection is refused, Customer has the right to ask for a re-inspection, the cost of which will be re-invoiced to Supplier in full. And so on until the inspection is accepted by Customer.

If some products are found defective and/or not conform to product specifications, Supplier will check the whole quantity and will sort them out of total quantity. If re-production is impossible, Supplier should let Customer know immediately about it.

If the inspection is failed (and refused by Customer) twice in a row, Customer reserves the right to ask Supplier to pay for a third-party inspection firm (appointed by Customer), which will do a 100% check on the shipment.

8. WHAT INSPECTIONS DO NOT REPRESENT

Product inspections are only tools used by Customer to take a decision. Putting pressure on an inspector is useless and is forbidden. Trying to give money/favors to an inspector is forbidden by law and will end all business relationships between Customer and Supplier.

Even if all inspections and tests are passed, Supplier should wait for Customer’s agreement for shipment.

Even if all inspections and tests are passed, they do not relieve Supplier from its contractual liabilities or prejudice Customer’s right for compensation for any apparent and/or hidden defects not detected by the inspection(s) and/or the test(s).

9. SIGNATURES

For the Customer

For the Supplier

Name: _____________ Name: _____________
Title: ______________ Title: ______________
Date: ______________ Date: ______________
Signature and company stamp: Signature and company stamp:
__________________ __________________
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Download this Inspection Plan template in Microsoft Word format.

This template has been prepared by quality assurance agency Sofeast. If you have suggestions for improvement, or if you need assistance to adapt this template to your needs, contact Renaud Anjoran at ra@sofeast.com.

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