The development sample answered whether the proposed chair was acceptable. It did not inspect the chairs subsequently produced for the order. Keeping these two decisions separate helps the buyer ask for the right evidence at the right stage.
Define the lot that the report will describe
List the order lines, versions and quantities included in the proposed inspection. State which goods are completed and available. If only one part of a larger order is ready, the report should not appear to cover the unpresented balance.
For a mixed order containing the upholstered dining chair and tables from the Coastal Dining Collection, identify the groups separately. Ask the inspector how differences in product construction and version affect the agreed sampling plan.
Keep the reference item separate from selected units
QIMA’s inspection terms distinguish a reference sample used for comparison from acceptance sampling of a production lot, and note that sampling is not infallible. The buyer should not treat a supplier-selected display piece as an independently selected representation of every delivered unit.
| Decision | What to define |
|---|---|
| Lot boundary | Order lines, versions, quantities and readiness |
| Comparison reference | Approved sample and current specification |
| Sampling arrangement | Agreed method, selection process and inspection scope |
| Checks and findings | Measurements, visual criteria and defect definitions |
| Disposition | Who reviews findings and authorizes the next action |
Have the competent inspection provider recommend an appropriate plan. This guide does not prescribe an AQL value, sample size or universal acceptable defect rate.
Arrange access to what must be examined
Agree where inspection takes place, how selected packages can be opened and how examined items are repacked. The inspection team needs access to the agreed lot and current documents, not only the easiest cartons to reach.
State which activities are outside the visit. Visual and dimensional inspection does not automatically include laboratory emissions testing, a structural test programme or inspection of every piece. A pass should retain the scope of the work actually performed.
Close the findings before treating shipment as released
Keep photographs and observations attached to the affected item references. Record any correction, reinspection requirement and the party authorized to decide whether shipment may proceed. An inspection report is not itself proof that goods were dispatched or that every possible defect is absent.
Use the sample approval record as the comparison reference, not as a replacement for lot review. A production inspection enquiry should include the order versions and required inspection scope before dates are booked.