Compare finished goods with the approved specification and agreed inspection criteria, then record the sample, findings and release decision. Approve the inspection plan before inspection starts so that acceptance rules are not invented after results are known.
A purchase-ready decision sheet
| Decision field | Purchasing record |
|---|---|
| Reference pack | Order specification, sample reference, artwork, contents list and approved test instructions. |
| Sampling basis | Lot identity, available quantity, inspection level, defect classes and acceptance rules agreed for the order. |
| Finding | Sample reference, requirement, observation or measurement, evidence and classification. |
| Disposition | Correction or explanation, recheck evidence and the person authorised to release the shipment. |
What a usable finding record looks like
A finding row should let another person follow the decision: which sample was checked, what requirement applied, what was observed, and what happened next. Use a photo or measurement reference where it explains the finding. Keep “observed, ”“corrected, ”“rechecked” and “released” as separate states.
DUPOW’s public airless-sprayer case shows a 20-unit sample record with an explicit limit on final acceptance. It is a useful illustration of traceable reporting, not a result for another order. ISO 2859-1: 2026 describes AQL-indexed acceptance-sampling schemes; the cited standard does not by itself select the order’s inspection plan.
Carry the approved packaging file and parts schedule into the same review so that labels, contents and service stock can be checked against written references.
1. Prepare the reference pack
- Signed order specification and approved sample record
- Artwork, rating-label and packaging approvals
- Approved accessory list and spare parts
- Applicable functional and safety-related test instructions
- Sampling plan and defect classifications agreed by buyer and supplier
2. Verify shipment identity and quantity
Record the SKU, product description, purchase-order quantity, carton count, destination marks and selected samples. Record the production and inspection location, date, lot identity and any unavailable quantity.
3. Check workmanship and assembly
Look for damage, poor fit, loose fasteners, sharp edges, contamination, inconsistent colour, incorrect branding and assembly defects. Define which conditions are critical, major or minor before inspection so the result is not decided retrospectively.
4. Run product-specific function checks
Verify controls, no-load operation, speed adjustment, direction, guards, locks, supplied accessories and intended functions. Measurements and test durations should follow the approved inspection instruction; do not invent pass criteria on the inspection day.
5. Review markings and documents
Compare the rating label, model, voltage/frequency, warnings, manual languages and packaging statements with the approved files. Where compliance documents are required, verify the traceable model relationship separately rather than relying on the presence of a mark alone.
6. Inspect packaging and shipping readiness
Check unit protection, carton construction, dimensions, gross/net weights where agreed, accessories, barcode readability and shipping marks. Photograph representative open cartons, closed cartons and pallet or loading conditions.
7. Report findings so they can be acted on
The report should identify samples, findings, evidence and disposition. Separate observations from failures, show the applicable acceptance rule and record corrective action. DUPOW’s public QC library provides privacy-safe examples; controlled order reports remain subject to buyer and supplier approval.
Buyer FAQs
Does an inspection report automatically release a shipment?
No. A report records findings. The agreed acceptance rules and authorised release decision should be identifiable separately.
Is writing AQL enough to define the inspection?
No. Record the applicable lot, sampling scheme or level, defect classifications and acceptance criteria for the order.
Can a previous public report approve the next order?
No. Use it to understand the reporting method. The current shipment needs its own agreed references, sample and findings.
Send DUPOW the model, market, quantity and requirements for this purchase.