Quality Control Checklist — Free PDF Template for Importers
TL;DR: This quality control checklist is the exact inspection protocol our QC engineers run on shipments leaving India. It covers AQL sampling, workmanship, dimensions, function and safety tests, packaging, labelling and documentation.
Use it as your minimum standard with any supplier, in any country — or download the PDF and hand it to your inspector.
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1. Before the inspection — set the standard
Half of all quality disputes come from a specification that was never agreed in writing. Lock these down before production starts.
Signed technical pack with tolerances stated
Approved golden sample retained by both parties
AQL levels written into the PO (critical 0 / major 2.5 / minor 4.0)
Agreed defect list per product — what counts as major vs minor
Packaging, barcode and shipping-mark artwork approved
2. Sampling
Sampling errors invalidate the entire inspection. The inspector, not the factory, selects the units.
Confirm the lot is 100% produced and at least 80% packed
Determine sample size from ISO 2859-1 General Inspection Level II
Draw cartons randomly across the whole lot, not from the front stack
Record carton numbers sampled in the report
3. Workmanship and appearance
Colour match against the approved swatch under D65 lighting
Stitching, seam strength, no loose threads or skipped stitches
Surface defects: scratches, dents, stains, warping, bubbling
Symmetry, alignment and finish consistency across units
Logo, print and embroidery placement within tolerance
4. Dimensions, weight and materials
Measure key dimensions on every sampled unit against the tech pack
Net and gross weight per unit and per carton
Material and component verification (fabric GSM, metal gauge, wood moisture)
Hardware and accessory count per unit
5. Function and safety tests
Switching, charging and continuity tests for electricals
Zip, button, clasp and fastener cycle tests
Load, stability and weight-bearing tests for furniture and bags
Colour fastness and seam slippage for textiles
Sharp point, sharp edge and small-parts checks for children's goods
Odour check for chemical off-gassing
6. Packaging, labelling and documentation
Polybag suffocation warning where required (CPSIA / EU)
Retail box, hangtag, barcode and FNSKU accuracy
Master carton labels: SKU, quantity, GW/NW, dimensions
Carton drop test, 1 metre on five faces
Country-of-origin marking present and correct
Test reports on file: REACH, Prop 65, CPSIA, OEKO-TEX as applicable
7. Verdict and follow-up
The inspection ends with a documented decision, not an opinion. Count defects by class, compare to the accept and reject numbers for your AQL, and issue pass, hold or fail within 24 hours with photographic evidence. On a fail, the factory sorts and reworks, and a re-inspection is booked before payment is released.
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Print-ready PDF checklists you can attach to a purchase order or hand to an inspector.
Frequently Asked Questions
What should a quality control checklist include?
Seven blocks: agreed specification and AQL levels, sampling method, workmanship and appearance, dimensions and materials, function and safety tests, packaging and labelling, and the verdict with photographic evidence.
Is this quality control checklist free to download?
Yes. The PDF checklists on this page are free and can be attached to a purchase order or shared with your own inspector.
Who should complete the quality control checklist?
An inspector who is independent of the factory. A factory-employed QC is paid by the same company whose defects they would have to report, so international buyers commission a third-party inspection body for pre-shipment checks.
How long does a checklist-based inspection take?
One inspector man-day covers roughly 5,000 units or one 20-foot container, with the completed report issued within 24 hours.
How do I get started with Small World India?
Send us your product specs or reference images via the contact form. Within 48 hours we shortlist 3 vetted factories with FOB pricing, MOQ, and lead times — at no cost.
What is the typical MOQ for sourcing from India?
MOQs range from 100 units (jewelry, handicrafts) to 5,000+ units (textiles, packaging). We negotiate flexible MOQs for first orders and combine SKUs across factories when needed.
How does Small World India ensure product quality?
Every order includes factory audit, mid-production inspection, and pre-shipment AQL 2.5 inspection by our in-house QC team. You receive photos, videos, and a full inspection report before shipment leaves the port.
Which countries do you ship to?
We export to 50+ countries with primary buyer concentration in the USA, UK, Germany, France, Netherlands, Australia, Canada, UAE, and Japan. We handle FOB, CIF, and DDP terms.
Related Resources
Explore our guides and articles to help you source successfully from India.
Supplier Audit Checklist
Vet a factory before you place the PO.
Read MoreInspection Report Template
What a compliant QC report must contain.
Read MoreAQL Calculator
Sample size and accept/reject numbers.
Read MoreQuality Control Inspection Services
4-stage QC programme from $199/man-day.
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