Supplier Audit Checklist — Free Factory Vetting Template
TL;DR: A supplier audit is the quality assurance step that happens before your first purchase order. This checklist covers the six areas that predict whether a factory can actually deliver: legal standing, capacity, machinery, quality systems, social and environmental compliance, and export track record.
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1. Legal and commercial standing
Confirm the entity you are buying from is the entity that manufactures the goods.
Business licence / incorporation certificate and registered address
Import-export code and tax registration
Whether the site is a manufacturer, a trading company or a sub-contractor
Bank account name must match the legal entity on the invoice
Ownership structure and years in operation
2. Capacity and infrastructure
Floor area, number of production lines and shifts operated
Monthly capacity per product family, and current utilisation
Headcount split: production, QC, merchandising, sampling
Peak-season lead times versus quoted lead times
In-house versus outsourced processes (printing, plating, embroidery)
3. Machinery and process control
Machine list with age, make and maintenance records
Calibration certificates for measuring and testing equipment
In-house laboratory or testing facility, if any
Sampling and prototyping capability and turnaround
4. Quality management system
ISO 9001 or equivalent certification, and its current validity
Documented control plan and inspection SOPs per product
In-line and final inspection records for the last three shipments
Defect rate and rework rate data over the last six months
Corrective and preventive action (CAPA) procedure with examples
Traceability from raw material lot to finished carton
5. Social and environmental compliance
Valid SEDEX / SMETA, BSCI, SA8000 or WRAP audit report
Age verification records and no evidence of child or forced labour
Wage and working-hour records against local law
Fire safety, emergency exits, extinguishers and evacuation drills
Effluent treatment and waste handling where relevant
6. Export experience and references
Existing export markets and destination-market compliance experience
Reference buyers you can contact in your own region
Familiarity with your compliance regime (CPSIA, REACH, UKCA, FDA)
Documentation quality: packing lists, COO, test reports
Incoterms handled and freight-forwarder relationships
How to score the audit
Answer: Score each of the six sections out of 10 and set a minimum passing threshold — we use 42/60 overall with no single section below 5. Any failure on child labour, forced labour or fire safety is an automatic disqualification regardless of total score.
Score each of the six sections out of 10 and set a minimum passing threshold — we use 42/60 overall with no single section below 5. Any failure on child labour, forced labour or fire safety is an automatic disqualification regardless of total score. Re-audit approved suppliers every 18–24 months, or immediately after two consecutive failed pre-shipment inspections.
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Download the audit templates
Use these on-site or send them to your auditor before the visit.
Frequently Asked Questions
What is a supplier audit checklist?
A structured questionnaire and evidence list used to evaluate a factory before placing an order. It covers legal standing, capacity, machinery, quality management systems, social and environmental compliance, and export track record.
How much does a factory audit cost?
An independent on-site factory audit in India costs roughly $300–$600 and takes one auditor man-day, with the report issued within 48 hours.
How often should suppliers be re-audited?
Every 18–24 months for active suppliers, and immediately after two consecutive failed pre-shipment inspections or any change of factory ownership or production site.
What is the difference between a supplier audit and an inspection?
An audit assesses the factory's capability and systems before production — it is a quality assurance activity. An inspection checks actual produced units against a specification — it is a quality control activity.
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.
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