If your factory refuses random sampling, do not treat its prepared samples as a substitute or approve the full lot on that basis. Ask the factory to restore access. If it still refuses, have the inspector record the restriction and contact the buyer to decide whether to wait, reschedule, or stop. If the contract requires an inspection pass before shipment, the goods should remain on hold unless an authorized exception is agreed.
AI-generated illustration of an inspection scenario.
The refusal does not prove the goods are defective. It does mean the agreed inspection cannot provide its intended assurance. Acceptance sampling bases a lot decision on a random sample from that lot, not on products the supplier has picked in advance.[1]
Why Factory-Selected Samples Are a Problem
Suppose an order contains 10,000 units in 200 cartons, with 50 units per carton. The factory offers five cartons and blocks access to the other 195. Only 2.5% of the cartons are available for selection; 9,750 units have been excluded.
Five cartons are not automatically too few. The problem is that the factory chose them and excluded the rest. Checking more units from those same cartons does not remove the selection bias. Nor does a clean result establish that the unavailable goods meet the requirements.
The inspector should follow the agreed method for selecting cartons and units within them. Choosing whichever cartons are easiest to reach is not an adequate substitute. For orders with several models, colors, or sizes, the sampling coverage for each SKU also needs to be defined.
Quantities, carton numbers, and times in this article are examples. Suggested response deadlines are management choices, not sampling-standard requirements.
How to Respond at the Factory
| Factory’s Explanation | Response |
|---|---|
| “The cartons are already sealed.” | Arrange opening and repacking for ordinary cartons. For sterile or tamper-evident packaging, confirm the applicable procedure before opening. |
| “We cannot reach those cartons.” | Ask when staff, handling equipment, and safe access will be available. Do not switch to front-row cartons simply to save time. |
| “We prepared your samples.” | Record who selected them. Request independent selection under the agreed plan. |
| “Production is not finished.” | Verify the completed quantity. Ask the buyer to approve a separate inspection lot or reschedule. |
| “Those cartons cannot be inspected.” | Check whether they belong to the order. If they do, record their numbers, quantities, and the reason for exclusion. |
For a staffing or handling delay, you could give the factory 30–60 minutes to confirm when access will be restored. This is a deadline for a reply, not a requirement to finish moving the stock within an hour. If no workable arrangement is offered, contact the buyer rather than reducing the scope without approval.
During a final random inspection, factory staff can move cartons, open them, and restore packaging. The inspector must retain control of sample selection. Any replacement of a selected carton or unit needs a documented reason and must follow the approved procedure.
What the Inspector Should Record
Record the order and lot identity, selected carton numbers, unavailable quantity, factory explanation, waiting time, and unfinished checks. Save factory messages and buyer instructions. Where photography is allowed, capture carton labels and the stock involved.
At 10:20 a.m., the inspector requested cartons 036, 089, and 152. The factory refused to open them and offered prepared samples instead. Only five factory-selected cartons were available; the remaining 195 cartons were excluded from selection.
Put the limitation in the report’s main conclusion. State how many units were actually checked and who selected them. If the evidence does not support a lot decision, use the inspection company’s applicable status, such as “Incomplete” or “Unable to Determine.”
Record defects already found, even if sampling was interrupted. A failed function test or wrong model may justify rejection under the agreed defect and acceptance criteria. If refusing access also breaches an inspection requirement, record that separately. An incomplete inspection and a rejection finding can appear in the same report.
When Inspection Can Resume
Access Has Been Restored
Before continuing, confirm that the full agreed lot is identifiable and available for selection, the inspector can obtain the selected samples, and enough time remains for the required checks. Otherwise, arrange extra hours or another visit.
If the factory adds stock, reworks goods, or mixes batches during the delay, reassess the lot and sampling requirements. Do not simply combine earlier results with new samples. Where defects led to rework, agree on the reinspection scope and acceptance criteria, including checks for damage or mix-ups caused by repair and repacking.
Only Part of the Order Is Ready
If 8,000 units are finished in 160 cartons while 2,000 remain in production, the buyer may approve a separate inspection of the finished stock. Those 160 cartons must form a suitable inspection lot, be identified and segregated, and have a sampling plan confirmed for their quantity and product mix.
The report covers that lot only. The remaining 2,000 units require a separate inspection or authorized release; they cannot be presented as accepted under the earlier report.
If the Buyer Wants to Ship Anyway
A written exception should identify the approved quantity, unfinished checks, known nonconformities, approving person, and any follow-up inspection deadline. If inspection will take place after delivery, specify whether the goods must stay on hold before sale or assembly.
Keep the original findings unchanged. Shipment approval does not turn an incomplete inspection into a pass. It also does not waive mandatory testing. For example, most children’s products subject to U.S. children’s product safety rules require testing by a CPSC-accepted laboratory and a Children’s Product Certificate based on passing results.[2]
Do Factory QC Records Replace the Inspection?
“We Already Checked to AQL”
Ask for the standard and edition, lot size, inspection level, inspection severity, sampling plan, sample size, and acceptance and rejection numbers. Check which goods were sampled and how they were selected. ISO 2859-1 provides several AQL-indexed sampling schemes; “AQL 2.5” alone does not identify the plan or its decision rules.[3]
A pass does not guarantee that the lot’s actual defect rate is below 2.5%. Acceptance sampling supports a lot acceptance decision; it does not establish the exact defect rate of the shipment.[1]
“We Did a 100% Inspection”
Check which lot, characteristics, and tests the 100% inspection records cover. Appearance records for 10,000 units do not establish that all 10,000 passed functional testing. Review rework and verification records as well.
Factory records may help the buyer assess the goods, but they do not automatically replace an independent inspection required by the contract. Any change needs approval through the agreed process.
Who Pays for the Delay?
Check the inspection-access, payment, shipment, cost-allocation, and notice clauses before making a deduction. Refusal to allow sampling does not automatically entitle the buyer to withhold the full balance or cancel the order. The available remedies depend on the contract and applicable law.
- Reinspection fees: Keep the invoice and rebooking records.
- Storage charges: Document the extra days, daily rate, and amount charged.
- Rescheduling costs: Keep the carrier’s or service provider’s invoice.
- Claims: Identify the contractual basis, meet notice deadlines, and show how the blocked inspection caused the expense.
What to Agree Before the Next Visit
Put independent selection, access to the defined lot, handling support, and substitution rules in the inspection instructions. Agree on responsibility for wasted visits and reinspection fees.
Request a readiness confirmation—for example, 24–48 hours before arrival, subject to booking terms—with the finished quantity, packed quantity, carton list, stock locations, and on-site contact. If those details change, require the factory to notify the buyer before the inspector travels.
Email to the Factory
Subject: Sampling Access Required — Order [Order Number]
The lot contains [quantity] units in [number] cartons. Our inspector cannot access [carton numbers or stock range]. Your team gave the reason as [explanation]. This prevents completion of [inspection activities].
Please reply by [date and time] with the access time, on-site contact, and handling arrangements. Confirm whether loading scheduled for [date and time] will be affected.
The report will record the restriction and unfinished checks. Please obtain written instructions from [buyer’s authorized contact] before changing the inspection or shipment arrangements.
