Agree the review brief before the visit
Share order lines, quantities, factory location, production status and available packing. Attach the current drawings, sample approvals and any specific buyer concerns. Identify which products and cartons are available for review and whether assembly space, tools or supplier assistance will be needed.
Define the expected output: observations, photographs, measurements, model identification and issues requiring action. If there is a deadline for the buyer’s decision, make it explicit. An inspector cannot compare a finish against an approved sample that has not been provided or identified.
Use product-specific checkpoints
| Product | Possible agreed checks |
|---|---|
| Tiles | Reference, visible shade, agreed dimensions, surface condition, quantity and carton identification. |
| Fixtures | Dimensions, visible finish, parts, agreed assembly details, labels and protection. |
| Decorative materials | Material identity, visible texture, size, seams or edges and packing against approved references. |
| Lighting | Model labels, accessories, visible finish and specifically agreed functional observations. |
State the sampling approach and its limits
Record whether the review covers selected items, a defined sample or every accessible unit. If an acceptance-sampling scheme is required, agree the applicable standard, lot definition and decision criteria before the visit. ISO 2859-1 describes attribute-based acceptance sampling; naming it alone does not define a complete inspection plan.
Sampling does not demonstrate that every unit is free from defects. A brief should also identify unavailable items, inaccessible cartons and checks that could not be completed. These limits belong in the report, not only in a private conversation.
Separate observations, testing and release authority
Visible workmanship checks cannot establish laboratory performance, electrical certification or regulatory compliance. Where formal third-party independence or accredited testing is needed, commission a qualified external provider and agree its scope separately. Product labels and supplied reports also need to match the actual model under review.
A clear report separates accepted observations, unresolved issues and requested corrections. Identify who decides whether to release, rework or reinspect the goods. Hyaline’s role is sourcing-side coordination and order-specific review support; the agreed report gives the buyer information for that decision.
Buyer questions
Can inspection replace an approved specification?
No. Inspection needs an identified reference and acceptance criteria. Where a detail is undecided, record it as unresolved rather than inventing a pass condition.
Who authorizes shipment after the report?
The responsible party is agreed in advance, normally the buyer or its appointed representative. Reporting findings should not be confused with automatic shipment approval.