1) Screen fast, ask for proof
Start with a 20 minute screen to avoid long tours and sales talk. Ask for three things you can verify: a dated packing list, a QC report that shows defects by code, and a photo of their inline test for your category. If they send marketing PDFs instead, move on.
- Capacity reality check: last 90 days shipment volume and top 3 export markets.
- Compliance sanity check: certificates with lab report numbers you can validate.
- Materials trace: key sub suppliers named, not “domestic.”
2) Pilot sample that mirrors production
A golden sample only helps if it is made the same way as production. Request a sample built on the intended line, with the same BOM, and record the station times. If they need special technicians to make it work, plan for yield loss or move on.
- Lock BOM and finishes in a dated spec sheet attached to POs.
- Photograph each step, store in your spec pack for later audits.
- Test against your real tolerance window, not “ideal lab” conditions.
3) Factory visit focused on flow
When you visit, walk the product flow in order. Check how defects are detected and contained. Look for standard work posted, calibrated tools, and FIFO on materials. You want stable routines, not heroic fixes.
Look for
- Work instructions at each station with current rev dates.
- Inline checks with clear defect codes and rework tags.
- Kanban or pull signals that prevent overproduction.
Red flags
- Finished goods stacked with no labels or dates.
- “Hot fixes” at end of line to pass inspections.
- Unattended gauges or expired calibration stickers.
4) QA plan that prevents surprises
Agree your acceptance level and inspection plan before the first PO. Use AQL sampling for outbound checks and add two inline checks at the highest risk step. If you only do final inspections, you will find defects too late.
- Define critical, major, and minor defects with examples.
- Set hold-and-contain rules when a critical defect is found.
- Record rework loops so you do not ship hidden damage.
5) Terms that protect lead time and margin
Contracts are not about punishment, they are about clarity. Lock change control, price validity, and shipment windows tied to your PO calendar. Your leverage is timing, not threats.
- Price review cadence and triggers, not open-ended “market changes.”
- Late shipment remedies tied to documented supplier causes.
- Tooling ownership, maintenance, and release clauses.
6) Start small, scale on evidence
Place a starter PO you can afford to adjust. Measure yield, on-time rate, and incoming defects for that PO. If the data matches the promises, scale. If not, you learned cheaply.
- Track first pass yield and rework hours per 100 units.
- Compare quoted lead time vs. actual dock-to-dock.
- Run a short supplier retro after each shipment.
Our deliverable for factory vetting
- Shortlist with proof documents and risk notes.
- Pilot sample spec pack and test results.
- Visit report with photos mapped to flow.
- QA plan, AQL table, defect library, and checklists.
- PO terms addendum for price, lead time, and change control.
Want a vetted shortlist, not a directory?
We run the proof-first process, line up samples, and give you a clear green, yellow, red decision on each factory with timelines and risks.
Request a factory vetting plan