A supplier confirms that your cartons have reached a receiving point in China. Before approving the next step, ask what was recorded: the number of outer cartons, the items inside, selected product features or the results of a test.
Write the instruction around the decision you need to make. A carton count helps establish which packages arrived. To decide whether a product matches your order, you need an agreed product check and a record of its findings.
Start with the result you need
Describe the question in ordinary language. You may need to know whether all expected cartons arrived, whether the correct colour was supplied, or whether a moving part works under stated conditions.
Ask the proposed checker to explain the work required, the items it covers and any preparation or equipment needed. Include the supplier and order reference so the results can be connected to the correct batch.
| Decision | Work to discuss | Evidence to request |
|---|---|---|
| Has the delivery arrived? | Count outer cartons and record visible packaging condition | Receiving date, carton references and discrepancies |
| Are the ordered items inside? | Open the agreed cartons and count specified items | Quantity checked against each product reference |
| Does the product match the specification? | Examine agreed characteristics on the agreed units | Results linked to the specification and checked quantity |
| Does it meet a performance requirement? | Define the test, conditions and responsible provider | Method, observations and applicable test report |
Confirm whether cartons will be opened. Include any instruction needed to protect retail packaging or preserve sealed goods.
Make the checked quantity explicit
A report should identify the batch quantity and the quantity actually examined. Ask how units will be selected and which characteristics the checker will examine on them.
NIST's introduction to acceptance sampling explains that its main purpose is deciding whether to accept or reject a lot, rather than estimating the lot's quality. A sampling result therefore needs the plan and decision rules that produced it.
If a proposal mentions AQL, ask the inspection provider to explain the chosen plan and what the result will mean. Avoid converting the AQL label into a promised percentage of defective goods in your shipment.
A request for every unit to be checked also needs a defined task. Counting each item, checking its appearance and operating it under load are different assignments. Record which features will be examined on each unit.
Separate a product observation from a specialist test
A photograph can show a label, visible finish or an identified point of damage. For a dimension, ask where and how it will be measured. For a functional requirement, specify the operating conditions and what counts as an acceptable result.
Specialist or regulatory testing needs the appropriate provider and evidence for the particular product and intended market. Ask the responsible supplier, importer or specialist which assessment is required. Keep the product reference and version connected to any resulting report.
QIMA's service conditions illustrate the importance of clear client instructions and reference material. Confirm the scope and terms of the provider you actually appoint.
Leave room to record what was not checked
Consider a fictional order of storage boxes. The instruction requests a count of the opened cartons' contents and a visual comparison of the lid colour. The report should record the quantity examined, the colour reference used and any differences. It should also state that no load test was performed.
If a discrepancy appears, keep its evidence with the report and obtain a decision about the affected goods. Record any further check or rework separately, so its completion can be reviewed.
To discuss China buying assistance, prepare the product, batch quantity, supplier details and the result you need checked. Add your South African destination and approved specifications. Use the buying enquiry brief. If your suppliers are already arranged, use the consolidation enquiry brief and identify the receiving or checking work you need.