Factory refuses inspector access: what to do
Pause shipment approval when the factory blocks independent carton selection or access to the inspection lot. Record the restriction, keep the original evidence and arrange inspection with access restored before deciding on release. Ask for support from Cambridge China Bridge.
Treat restricted access as an incomplete inspection
A report on factory-selected cartons cannot support the same conclusion as the agreed inspection of the shipment lot. Ask the inspector to mark the visit as restricted or incomplete and state which conclusions remain unsupported. Refusal alone does not prove defective goods or fraud; acceptable results on presented goods do not establish acceptance of inaccessible stock.
Keep observed defects and completed test results, but separate them from any lot acceptance decision. Increasing the sample from the same factory-selected cartons does not resolve selection bias. Our AQL sampling guide explains the sampling decision once the inspector can select across the defined lot.
Record exactly what the factory prevented
Ask the inspector to record the visit date, order and batch references, stock locations, cartons available and areas denied. Identify who refused access, their stated reason, and whether staff selected, substituted or removed cartons. Record the selection method actually used and checks abandoned. Photograph carton marks and the stock layout where permitted; do not force access.
Keep original photographs, videos, messages, the inspection brief and every report version together. Preserve timestamps and file details; annotate copies rather than overwrite originals. Ask the factory to confirm its explanation in writing. If it refuses, retain the inspector's contemporaneous account and distinguish direct observations from assumptions. For record delivery arrangements, see access to original sourcing records.
Restore access before booking another visit
Ask whether the barrier is an obstructed warehouse, unfinished packing, a confidentiality concern or an outright refusal. Request a written arrangement allowing the inspector to identify the whole declared lot, choose cartons independently and witness their retrieval and opening. Factory staff may move cartons safely, but should not substitute their own selections.
A confidentiality concern can be addressed through an agreed inspection area and limits on photographing unrelated production. The inspector must still be able to verify the declared lot and select from it. If stock moves to another warehouse, reconcile batch identities, carton marks and quantities before inspection. Confirm the arrangement directly with the inspector; our inspector selection guide covers appointment and independence.
Set written shipment-release conditions
Send a written hold instruction to the seller and ask the warehouse and forwarder to acknowledge it where you control their instructions. State that your approval remains pending until access is restored, the identified lot completes the agreed inspection and outstanding findings are resolved. Check existing payment terms before delaying money already due; agree access and payment conditions before future orders.
Request the unrestricted report, evidence linking inspected stock to the packing list, and a written release decision from your named approver. Identify and segregate any approved portion if considering partial shipment; do not extend its result to blocked stock. If access remains refused, keep approval on hold and discuss contractual options with an adviser. Our balance-payment guide covers the wider payment checkpoint.
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Keep the inspected goods linked to dispatch
After inspection, record where the accepted lot is held and ask the factory to prevent substitution or mixing. Retain carton identities, packing records and loading evidence. If rework, repacking or stock replacement changes the goods, ask the inspector what checks need repeating. Our container loading guide covers checks at dispatch.
Manufacturers and importers placing products on the UK market need to demonstrate compliance with relevant safety requirements. Keep that assessment separate from the carton inspection decision. Cambridge China Bridge can use its staff in China to follow up access arrangements and batch evidence, alongside a buyer-appointed independent inspector.
Frequently asked questions
Can an inspection pass if the factory chooses the cartons?
Do not use results from factory-selected cartons as the agreed lot acceptance result. Ask the inspector to record the selection restriction and explain which conclusions the checks support.
Does refusing inspection mean the factory is hiding defects?
Refusal alone does not prove hidden defects. Record the reason and test whether access can be restored. Keep shipment approval pending while the agreed inspection remains incomplete.
Can factory videos replace an independent inspection?
Factory videos can help document stock and events, but show what the factory chose to film. They do not resolve blocked independent selection or establish acceptance of inaccessible goods.
What if I have already paid the balance?
Record the restriction and request a written dispatch hold immediately. Ask the seller and forwarder what can still be stopped. Arrange restored access and get advice on options under your agreed terms.