A pre-shipment review should compare identified goods against identified approvals. The buyer must define the inspection scope, decision rules and person authorized to release or hold the shipment.
01 · RFQ PREPARATION
Identify the order and controlling references
List the purchase or order reference, product codes, quantities, specification versions, approved samples, artwork and packing files used for comparison.
02 · RFQ PREPARATION
Define scope and selection
State where and when the review occurs, which cartons or units are available and how the buyer wants units selected. Do not describe a sample plan as a universal standard unless the buyer has chosen and documented it.
03 · RFQ PREPARATION
Create product-specific checks
Include identity, quantity, measurements, construction, color, artwork, trims, function, labels, unit packing and cartons only where relevant to the exact products.
04 · RFQ PREPARATION
Record findings as evidence
Use product codes, locations, measured values and clear photos. Separate a confirmed mismatch from an observation that requires buyer judgment.
05 · RFQ PREPARATION
Assign disposition
Name who may accept, hold, rework, replace, reinspect or otherwise decide the next step. A report documents findings; it does not automatically authorize shipment.
WORKING CHECKLIST
Fields to keep together
- Order and product identities
- Specification and approved sample versions
- Available quantity and review scope
- Measurement and functional checks
- Appearance and artwork checks
- Label, pack and carton checks
- Photo and measurement evidence
- Named release decision owner
PRACTICAL EXAMPLE
Turn an open request into a controlled brief.
| Version | Example |
|---|---|
| Ambiguous | QC passed; a few issues found. |
| Traceable | Report identifies the order, inspected product codes, available units, controlling files, measured findings and photos. Open findings are listed separately, and shipment release remains with the named buyer decision owner. |
COPYABLE RFQ RECORD
Fields to send
Product reference code or URL: Specification or tech-pack version: Product type and intended fit: Verified material or requested fabric details: Colors and quantity by size: Artwork and decoration requirements: Sample purpose and approval stage: Labels, packaging and carton requirements: Destination and requested delivery window: Documents or evidence to review: Please confirm availability, exact specification, MOQ, sample terms, currency, quotation basis, included packaging, timing, delivery terms and all exclusions.
RELATED RESOURCES
Continue the buying brief.
FINAL CHECK
Keep assumptions out of the purchase record.
Only use product, performance, authorization and commercial claims that can be supported for the exact reference. Record the approved sample, written specification and quotation before placing an order.
Use the sample request, review the destination preparation guides, or contact OUTERFRAME with a complete RFQ.