How to define inspection lots for mixed orders
Group goods only where the specification, production history and defect risks justify a shared acceptance decision. Separate materially different models, changed processes and subcontracted batches; assess colours by what actually changes. Agree lot identities and sampling before inspection. Cambridge China Bridge can coordinate this with its staff in China.
Start with the acceptance decision
An inspection lot is the identified group of goods covered by an acceptance decision. A purchase order, container or warehouse delivery may contain several such groups. Ask whether a good result from some goods would provide a reasonable basis for accepting the rest. If their specifications or production histories differ materially, propose separate lots.
Prepare a lot register before the inspector arrives: product code, approved specification, colour, production run, manufacturing site, quantity presented and carton locations. Record why any variants share a lot. Use the product specification guide to define what each variant must meet.
Decide which differences justify a split
Use the distinctions below as purchasing decisions to agree with the inspector, rather than automatic rules based on product codes. A different sales code may reflect only packaging; an unchanged code may conceal a different material or manufacturing site.
For example, bags made with different closure designs should normally have separate acceptance decisions for their functional checks. Bags differing only in colour may share a lot if production evidence supports that choice, while still receiving colour-specific checks. Separate dye or coating batches are a reason to reconsider pooling.
| Difference | Separate sampling decision | Evidence to request |
|---|---|---|
| Model or construction | Normally separate where materials, functions or defect criteria differ | Approved specifications, component lists and functional checks |
| Colour or finish | Separate where pigment, coating, treatment or appearance risks differ materially | Colour references, finish process and material batch records |
| Production run | Separate where setup, inputs, tooling or process conditions changed | Run records, change records and factory check results |
| Subcontracted batch | Keep separate initially until its origin and production controls are understood | Actual manufacturing site, work performed and batch identity |
Keep runs and subcontracted goods identifiable
Ask which goods were made together, where production stopped or changed, and which components came from different batches. A calendar change alone need not force a split, but a new material supply, tool repair, process adjustment or unexplained quality change should prompt a fresh lot decision. Keep reworked goods identifiable and agree their inspection treatment before mixing them back into stock.
For subcontracted work, identify the actual site and the operation performed, including coating, assembly or packing. Do not pool goods merely because the main supplier invoices them together. Our subcontracted production guide covers approval of that arrangement; the supplier batch records guide helps preserve the link between goods and their origin.
Separate variant coverage from lot acceptance
If variants share a lot, write how random selection will cover that lot and how every variant will receive its relevant checks. A small colour group can otherwise be absent from the sample. Agree additional targeted checks where needed, and label them separately so they are not silently added to the acceptance sample or used to alter its limits.
Seeing every colour in a pooled sample does not give each colour its own acceptance result. If you need to approve or reject a variant independently, define it as a separate lot and choose its sampling plan accordingly. Use the AQL sampling guide for sample sizes and acceptance limits after agreeing the boundaries.
Make the report match the goods released
Give the inspector an agreed lot map, carton locations, sampling plan and variant check list. Ask the report to identify the goods actually available, selected cartons, sampled variants, defect counts and decision for each lot. If quantities or production identities differ from the brief, resolve the boundaries and sampling plan before continuing.
Keep failed lots on hold and record exactly which passed lots may ship. Before releasing an unaffected lot, check whether the failure could involve shared materials, components or processes. If batches cannot be distinguished, request segregation and supporting records before approving selective release; do not let the factory redraw boundaries after seeing the results.
Frequently asked questions
Does every product code need a separate inspection lot?
Not automatically. Compare specifications, production history and defect risks. Separate materially different goods, and record the reason for pooling variants.
Can different colours share an AQL sample?
They can if the agreed lot grouping is justified. Cover colour-specific checks explicitly. Different pigments, coatings or material batches may justify separate sampling decisions.
Should subcontracted batches be inspected separately?
Keep them separate initially while confirming the actual site, work performed and production controls. Agree any pooling before sampling, with traceable batch records.
Can I ship the passed models if another model fails?
Only release clearly identified passed lots after considering shared causes. Keep failed goods on hold and document exactly which cartons are approved for shipment.