How to check replacement factory inspectors
Have outgoing and replacement inspectors assess the same reference defects, record their judgements separately, then resolve differences against your approved specification. Require a successful reassessment and written approval before independent duties begin. Share the handover records with Cambridge China Bridge.
Set the handover standard before assessing people
Ask the factory to notify you when inspection staff change. Name the person authorised by you to approve the replacement, and keep the replacement under supervision until approval is recorded. HSE guidance on safety-related competence says training alone is insufficient. For product inspection, use demonstrated judgement against your agreed criteria as the handover check.
Give outgoing and replacement inspectors the same current specification, approved sample, defect definitions and inspection instructions. Record the document revisions used. Our guide to making bulk production match the sample explains the underlying product standard; this handover checks whether the replacement applies it consistently.
Build a shared set of reference defects
Collect labelled examples of acceptable goods, clear rejects and borderline defects from your product. Include finish, dimensions, function, labelling and packaging where relevant. Cover the distinction between defect severities as well as acceptance or rejection. Preserve physical examples where photographs cannot show texture, movement or how a defect feels.
Give each example a unique reference and record its condition, defect location, relevant specification clause and assessment method. Agree lighting, viewing position, measuring equipment and test conditions. Keep the approved classifications separate from the assessment sheets so the replacement cannot simply copy them.
Compare separate judgements in a joint review
Have outgoing and replacement inspectors examine the same examples under the agreed conditions and record their decisions separately before discussion. Ask each to identify the defect, assign severity, decide acceptance and explain the relevant criterion. Compare their results with the buyer-approved reference decisions, rather than assuming the predecessor is always right.
Then jointly review the examples and record every difference, including missed defects, severity differences and inconsistent measurements. Matching overall pass results can hide different reasoning. Keep this assessment separate from batch sampling and acceptance limits, which our quality inspection guide explains.
Resolve differences and reassess
Refer disagreements to your named quality approver. Check whether the cause is an unclear definition, different viewing conditions, measuring technique or misunderstanding of the specification. Record the disputed decisions, supporting observations, final ruling and reason. Keep unresolved examples open and supervise the affected duties.
Clarify ambiguous instructions through buyer approval, without quietly relaxing the product standard to achieve agreement. Update the reference set, explain the correction and reassess the replacement without displaying the approved answers. If the predecessor has left, use a buyer-approved assessor and retained examples; record the missing overlap.
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Record approval before independent duties begin
Keep a handover record naming the replacement, predecessor or substitute assessor, quality approver, product scope, specification revision and reference set. Attach the separate assessments, disagreement decisions and reassessment results. Record any restrictions, the approval date and the approver's signature or traceable written confirmation. Give the replacement access to the approved criteria.
Agree the approval conditions before assessment: correct use of the agreed criteria, closure of disagreements and demonstrated handling of borderline examples. Authorise only the duties actually assessed, then review early independent reports for drift. Repeat the check when criteria change or inconsistent decisions appear. Keep inspector authorisation separate from shipment and payment release; see checks before paying the balance.
Frequently asked questions
How do I know a new inspector uses the same standards?
Compare separate decisions on the same reference examples against buyer-approved criteria. Record missed defects, severity differences and acceptance decisions, then reassess before approving independent duties.
What if the old and new inspectors disagree?
Have your named quality approver decide against the specification and reference examples. Record the reason, clarify ambiguous instructions and reassess. Keep affected duties supervised while differences remain unresolved.
Can photos replace physical defect samples?
Use photographs when they show the relevant condition reliably. Keep physical examples for texture, movement, feel or functional faults, and record consistent viewing and test conditions.
What if the previous inspector has already left?
Use retained reference examples and a buyer-approved assessor. Record that direct overlap was unavailable, compare the replacement with approved decisions and require reassessment and written approval.