Write product inspection criteria before comparing quotes

Inspection is more useful when the buyer and supplier agree what a defect means before production. A vague “high quality” requirement leaves acceptance to interpretation after goods arrive. Focus the RFQ on observable criteria linked to function, safety or appearance.

Define the requirement

Define critical characteristics, measurement method, acceptable range and where inspection will occur. State which defects are unacceptable and which cosmetic variation is tolerable. If sampling will be used, make the sampling plan a separate agreed document rather than implying every unit is inspected.

Questions to send with the RFQ

Ask the supplier what checks it performs during production and before dispatch, and what records can be supplied. Request clarity on who approves a first article and who bears the cost of rework if agreed criteria are not met.

Review the answer

When comparing quotes, check whether testing and reporting are included. A lower price may exclude inspection you expected. Keep a written trail of approved samples, drawings and changes so the inspection decision does not depend on someone's memory.

An example to adapt

For a hypothetical metal enclosure, sharp edges may be unacceptable while a minor hidden-surface mark may not affect use. State both cases. The inspector then has a repeatable basis for recording a result rather than a general impression.

Decision before sending

The last review is a walkthrough of one hypothetical defect. If a measured feature is outside the agreed range, who records it, who decides whether it can be accepted, and what happens to the affected units? The RFQ does not need to settle every contractual remedy, but it should make the acceptance evidence and decision owner clear. This is especially useful when the buyer, factory and warehouse are in different locations and cannot rely on a shared verbal understanding.

Source context

NIST describes CAD manufacturing information flowing into inspection tools. Turn each critical drawing feature into a stated measurement or visual check, then agree who records the result; a generic promise of inspection does not define acceptance.