SUPPLIER GUIDANCE · ENGLISH / 中文
Factory inspection preparation
A practical guide to help your supplier prepare for an independent YiwuQC inspection.
Factory Cooperation NoticeReady to share · English + 中文 · 2 pages
YiwuQCFactory Cooperation Notice / 工厂验货配合通知
This is the on-page version of the supplier notice. Send the PDF to the factory before the inspection, or share this page directly.
English — To the factory management team
Dear Supplier, our buyer has arranged for a YiwuQC independent third-party inspector to visit your facility. Please help us complete an efficient, fair and well-documented inspection.
- Contact and arrival: Please add the assigned inspector on WeChat using the contact confirmed by YiwuQC, share the exact factory address, opening hours, entrance instructions and realistic arrival window, and help coordinate access. If practical and voluntarily agreed in advance, assistance from the nearest railway station, airport or bus station would be appreciated; it is not a condition of inspection.
- Goods and documents: Please prepare the packing list, carton quantities, quantities per carton, order specifications and accessible finished goods. Ensure cartons from the agreed lot can be selected independently by the inspector.
- Practical assistance: Please assign a responsible staff member to help locate, move, open and re-pack cartons and products safely, and prepare a clean, safe inspection area of preferably at least 3 × 3 metres (if there is no dedicated inspection room), a stable table, bright lighting and available power where needed. If the inspector must unpack and re-pack alone, fewer units can be checked within the scheduled day.
- Equipment and photography: Please advise in advance if checks require specialist gauges, calibrated instruments, fixtures, machinery or trained operators. The inspector may have basic tools but does not automatically carry specialised equipment. Tell YiwuQC before the visit about any restricted areas, confidential products or objects that must not be photographed; both the buyer and the inspector must be informed and agree an evidence and reporting approach in advance. Do not impose unexpected blanket photography restrictions after inspection begins.
- Buyer communication: Where the buyer has arranged live participation, please allow reasonable phone or video communication from the agreed inspection area, subject to photography and confidentiality restrictions agreed in advance. Please provide a stable connection where possible. The inspector will document the buyer’s instructions and observed findings independently; factory staff should not pressure the buyer or inspector to change recorded results.
- Defects and segregation: Please keep identified defective, rejected, checked and unchecked items distinguishable. Do not quietly replace, conceal, rework or mix defective items during the inspection. Any rework or replacement should be recorded and discussed separately by the buyer and supplier management.
- Independence and respect: The inspector acts independently for the buyer. Please treat the inspector courteously and do not attempt to influence the results. Do not offer cash envelopes (红包), cigarettes, alcohol, gifts, commissions or other benefits.
- Questions: Operational questions may be discussed with the inspector; commercial disputes and defect disposition should be resolved between the responsible managers. The inspector records findings rather than negotiating acceptance on behalf of either party.
中文 — 致工厂负责人
尊敬的供应商：买方已安排 YiwuQC 的独立第三方检验员（第三方验货员）到贵厂进行验货。为保证验货工作高效、公正、记录完整，敬请协助以下事项：
- 联系与到厂：请通过 YiwuQC 确认的联系方式添加验货员微信，提前提供准确的工厂地址、定位、营业时间、进厂指引及合理的预计到厂时间，并协助安排入厂。如条件允许且双方事先同意，可自愿协助验货员从附近机场、火车站或汽车站到厂；接送并非验货的必要条件。
- 货物与资料：请提前准备装箱单、箱数、每箱数量、订单规格及可供检查的成品。请允许验货员根据约定的抽样方案独立选择箱子和产品，不要只提供工厂预先挑选的样品。
- 现场配合：请安排相关人员协助寻找、搬运、开箱、拆包及妥善复原包装，如无专用验货室，请尽可能准备一块至少约 3 米 × 3 米的安全、整洁验货区域，并提供稳固的工作台、充足明亮的照明及必要电源。如果需要验货员独自拆包和重新包装，当天可检查的产品数量会相应减少。
- 仪器及拍照限制：如检查需要专用量具、经校准的仪器、测试治具、设备或专业操作人员，请提前告知并协调准备。验货员可能携带基本工具，但不一定配备特殊检测仪器。如有禁止拍照的区域、保密产品或物品，请务必在验货前告知 YiwuQC，并确保买方和验货员双方均提前知悉，以便事先商定可接受的取证和报告方式；请勿在验货开始后临时全面限制拍照。
- 买方在线沟通：如买方安排了在线参与验货，请在事先约定的验货区域内，允许验货员合理使用电话或视频与买方沟通，并遵守事先商定的拍照及保密限制。如条件允许，请协助提供稳定的网络连接。验货员将独立记录现场发现的问题和买方指示，工厂人员不得施压要求修改验货记录或结论。
- 不良品管理：请将发现的不良品、拒收品、已检品及未检品明确区分。验货期间请勿擅自替换、隐藏、返工或混放不良品。需要返工或更换的情况，请先记录，再由买卖双方负责人另行沟通处理。
- 独立性与尊重：验货员为独立第三方人员，请给予必要的尊重与配合，不要干预验货结论。请勿向验货员提供红包、现金、香烟、酒水、礼品、回扣或其他利益。
- 沟通方式：现场操作问题可与验货员沟通；商务争议及不良品处理方案请由双方管理人员另行协商。验货员负责客观记录检查结果，不代表任何一方私下决定是否接受不良品。
YiwuQC WeChat / 微信联系二维码Scan to coordinate the inspection and confirm the assigned inspector before the visit. 扫码联系 YiwuQC 协调验货；请提前确认验货员身份和预约信息。
Thank you for your cooperation. / 感谢贵厂的理解与配合。
YiwuQC — Independent Quality Control in China
info@yiwuqc.com · yiwuqc.com