How to Prepare an Effective Sample Inspection Report for a Factory?

Sample making, sample checking and sample approval is part of sourcing apparel products from the garment manufacturers. Know how to make an effective garment sample inspection report on the sample checking. I have written this article to answer the below question.
I need to write a report for the factory on a sample they have made for me. Can you send me a format template for such a report? In the past, I have written reports and the factory still does not seem to correct the errors mentioned in my report. There must be a format that is easy for any factory understand.
garment sample inspection report

Factory team may skip your comments of the error you have mentioned by mail or a written document. Sometimes without the physical sample and images of the sample, understanding the error in a sample is difficult. Secondly, in a garment factory, merchandisers and QA are always busy with their work.

To get a sample with reduced error, the first step you need to do from your end gives them clear instruction about the product design, measurement chart and workmanship details. When you are checking the factory developed sample, follow the sample checking criteria and match it with the requirement that is written in the techpack and check the additional requirement in the sample (if any) send to the factory by mail (written communication).

Related: Different types of garment samples

Tips for preparing effective sample inspection report

To get the attention of the factory people, you need to prepare a report with images of the garment components or seams and mark the defects/issue in the same image. After marking on the image tell them what is incorrect in their sample and what should be the correct one. You can further guide them what they need to do to correct the issue in the current sample.

To get the correct sample, you need to provide a factory with a detailed product techpack.

Follow a checklist for inspecting the whole garment and refer the techpack for requirements in the sample.

Your comments (written communication) should clear and understandable by the factory team. Categorise your comments and add your feedback category wise.
  • Comment on garment FIT
  • Comment on workmanship and stitching
  • Comment on garment spec and measurement
  • Comment on printing and Embroidery design/placement/quality
  • Comment trims quality/placement 
If your comments on issues and instruction for correction are clear, the factory will follow it and correct it in most cases. In case the factory still ignores your comments and correction points and make their bulk production, it is the time you should report to the factory management. Don't accept the bulk inspection. If they don't correct the quality issues that was informed to the factory, you can fail the audit.

If you are representing a buyer or a buying house, you should be strict on the policy that the factory should not start next sample of bulk production without submitting a corrected sample. If they are loading bulk production, they should correct it internally and the sample should be submitted to you for final approval.

Your comments on sample should be sent to the factory by email copying it to the concern merchandiser and copy it to your senior for information.

At the last, you should mention a list of items factory needs to correct. For the next sample submission, inform them that they should follow the checklist given by you.

Prasanta Sarkar

Prasanta Sarkar is a textile engineer and a postgraduate in fashion technology from NIFT, New Delhi, India. He has authored 6 books in the field of garment manufacturing technology, garment business setup, and industrial engineering. He loves writing how-to guide articles in the fashion industry niche. He has been working in the apparel manufacturing industry since 2006. He has visited garment factories in many countries and implemented process improvement projects in numerous garment units in different continents including Asia, Europe, and South Africa. He is the founder and editor of the Online Clothing Study Blog.

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