How to manage recurring factory defects
Separate suspect stock, preserve defect evidence and ask the factory to prove both why the defect occurred and why its checks missed it. Assign each corrective measure an owner, deadline and verification method, then check later production before relaxing containment. Cambridge China Bridge can coordinate this with its own staff in China.
Contain the problem before investigating
Ask the factory to hold suspect finished goods, work in progress and related materials. Identify affected stock at the factory, in transit and in your warehouse. Record what is blocked, who controls release and how sorted or reworked goods will remain distinguishable. Use shared materials, tooling and production records to define the suspect scope rather than assuming only the reported batch is affected.
Preserve failed pieces and comparison pieces before rework destroys the evidence. Record the specification revision, failure conditions, photographs and batch identity. Our batch traceability guide explains the stock links. For products supplied on the UK market, OPSS guidance says businesses must notify the relevant authority about products posing health and safety risks or found to be noncompliant. Handle that separately from the factory investigation.
Require evidence for the cause and the missed check
Describe the defect so another person can reproduce the finding: what fails, under which conditions and against which agreed requirement. Ask the factory to compare affected and unaffected production using material records, machine settings, tooling condition, shift records and subcontractor details. Label explanations as suspected until records or controlled tests support them.
Investigate why the defect occurred and why the existing check failed to catch it. For a weak joint, ask for evidence connecting the failure to a process setting or material condition, then check whether the inspection method could detect that weakness. 'Operator error' or 'more training' is incomplete unless the factory shows what instruction, control or detection method was missing.
Agree measures that change the process
Keep sorting and rework separate from measures intended to prevent recurrence. A repaired batch addresses today's stock; revised tooling, controlled settings or incoming-material checks address future production. Give each measure a named owner, completion date, evidence required and buyer approval point. Agree responsibility for sorting, rework, testing and re-inspection costs in writing.
Ask for the revised work instruction, setting record or inspection method, plus evidence that it is being used on the line. If retraining is proposed, ask workers to demonstrate the changed task. Trial the change with actual production materials and check that it has not created another defect. Update the specification or approved sample where needed, without quietly widening acceptance limits.
Test the change on later production
Agree the verification plan before the next run: which defect to look for, how to test it, where samples will come from and what result permits release. Include production conditions relevant to the suspected cause, such as a material change or a tooling restart. The factory should not select only its best pieces. Quality inspection explained covers the inspection stages and agreed batch acceptance limits.
Track the recurring defect separately from the overall inspection result. Record how much was checked, what failed, the test conditions and whether the revised process was actually in use. A passing shipment inspection supports that batch's release; it does not by itself prove recurrence has stopped. Keep targeted checks on later batches under an agreed plan.
Keep release and corrective-action closure separate
Maintain a shared action record linking the defect, containment, cause evidence, process changes and later-batch results. Release decisions should identify the particular stock approved and any conditions. Keep the wider action open while effectiveness remains unproven. Our corrective-action closure guide covers the final evidence review.
If the defect returns, restore containment and check whether the agreed change was implemented, bypassed or based on the wrong cause. If the factory cannot provide credible records or repeated measures fail, discuss pausing further orders or qualifying another supplier. Reduce extra checks only after reviewing the agreed evidence, and retain a clear trigger for restoring them.
Frequently asked questions
What should I ask a factory after repeated defects?
Ask for the affected stock scope, preserved defect samples, evidence of the cause, an explanation of the missed check, named action owners and a verification plan for later batches.
Is sorting defective goods a corrective action?
Sorting contains the immediate problem. Ask separately what will change in production or inspection to prevent the same defect recurring or escaping detection.
Does a passing inspection prove the problem is fixed?
It supports release of the inspected batch against the agreed limits. Verify the process change and track the recurring defect on later production before closing the action.
What if the same factory defect comes back?
Restore containment, preserve fresh evidence and check whether the change was used and the cause was correct. Reopen the investigation and reconsider further orders if evidence remains weak.