Write the scope before attendance
An inspector can report only on the agreed scope and the conditions available at the time. The appointment should identify the product, location, quantity, sampling method, tests, documents, acceptance criteria and reporting format.
- Identity and quantity checks
- Packing, marks and visible condition
- Sampling and laboratory instructions
- Document and loading observations
Understand sampling limits
A sample represents the population only to the extent supported by the sampling plan, access and chain of custody. A visual inspection cannot establish hidden composition, future performance or compliance outside its defined scope.
- Sampling standard and sample size
- Lot definition and accessibility
- Sealing, custody and laboratory method
- Excluded areas and practical limitations
Connect findings to the contract
The contract should state whether inspection is informational, a payment condition or an acceptance step, and what happens if results are late, inconclusive or outside tolerance.
- Who appoints and pays the provider
- When the inspection occurs
- Consequences of non-conformity
- Rights to reinspection or corrective action