When can you close a supplier corrective action?
Close a supplier corrective action only when affected stock is accounted for, the cause is supported by evidence, the agreed changes are implemented, and subsequent production passes targeted checks. Keep batch release separate from corrective action closure. Evidence gathering in China can be supported by Cambridge China Bridge.
Agree what closure will mean
Open a record identifying the product, specification revision, affected batches, defect and supporting photographs or measurements. Name the supplier's action owner and the buyer's closure approver. Agree the evidence and acceptance criteria before the supplier starts work, including what subsequent production must demonstrate.
Our guide to recurring supplier quality problems covers when to demand corrective action. Here, the question is whether the supplier has proved that it worked. Record containment, implementation, effectiveness verification and closure separately; a shipment release should not automatically close the underlying action.
Require evidence that containment covers the stock
Ask for a stock reconciliation covering raw materials, work in progress, finished goods, subcontractors, goods in transit and delivered stock where relevant. It should identify quantities, batch references, locations and disposition: held, screened, reworked, scrapped or released. Check that the totals reconcile and that nobody has excluded stock simply because it has already shipped.
Require evidence of physical segregation and blocked dispatch, plus the screening method, results and reviewer. For reworked goods, retain the rework instructions and inspection results linked to the original batch. Containment protects against the current defect; it does not demonstrate that the production process has changed.
Test the root cause against the facts
Require the supplier to explain both how the defect was created and why its controls failed to detect it. Ask for supporting production records, material references, machine settings, maintenance history or comparisons between affected and unaffected goods. The explanation should fit the defect pattern and the timing of the failure.
Treat 'operator error' or 'carelessness' as an incomplete explanation. Ask what instruction, fixture, setting or control allowed the error. Where feasible, request a controlled trial showing that the suspected condition produces the defect and that removing it prevents the defect. Record untested explanations as hypotheses, not confirmed causes.
Check that the measures are actually in use
Match each confirmed cause to a specific change, owner and implementation date. Ask for revised work instructions, approved material changes, fixture or machine records, and evidence that affected staff can perform the revised task. A training attendance sheet shows attendance; observing the task and checking its output gives stronger evidence of implementation.
Check that obsolete instructions and settings have been removed from use, including at relevant subcontractors. Record which batch first used the change. If materials, construction or performance change, review the specification and whether existing test evidence still covers the revised product. Use the product specification guide for defining the approved standard.
Verify effectiveness on subsequent production
Agree a verification plan matched to the failure: the batches, lines, shifts or material changes to cover; who selects the goods; the test method; and the acceptance criteria. Check ordinary production made after implementation, rather than only specially prepared samples or the reworked failed batch. Include the original defect and any new failure the change could introduce.
Require batch-linked measurements, test results, inspected quantities, defects found and photographs where useful. Compare results using the same method and record relevant production conditions. Choose the monitoring period according to the defect's risk and recurrence pattern, not an arbitrary batch count. Our inspection guide covers inspection arrangements; closure needs evidence targeted at the original cause.
Make and record the closure decision
The buyer's approver should review the stock reconciliation, cause evidence, implemented changes and subsequent production results together. Record the decision, date, evidence references, remaining limitations and conditions for reopening. If implementation is complete but effectiveness remains unproven, keep the action open with a monitoring plan. A refund, replacement or passed re-inspection alone does not prove lasting correction.
UK businesses that make, import, distribute or sell consumer products are responsible for their safety. Where a defect suggests a safety risk, keep the safety assessment and any market action separate from supplier closure, and seek product-specific advice. Cambridge China Bridge's own staff in China can help gather factory evidence and follow up agreed actions; the buyer retains its closure decision.
Frequently asked questions
What evidence is needed to close a supplier corrective action?
Affected-stock reconciliation, evidence supporting the root cause, records showing the changes are in use, and targeted results from subsequent production against agreed acceptance criteria.
Can I close corrective action after re-inspection passes?
A passed re-inspection can support release of the checked batch. Close the corrective action only when evidence also shows that the cause was addressed and the change works on subsequent production.
How many batches should I check before closing corrective action?
Agree coverage according to the defect's risk, recurrence pattern and production variability. Include relevant lines, shifts and materials. Keep the action open if the available production has not tested the suspected cause.
Is operator retraining enough to close corrective action?
Only if evidence supports the cause and shows the revised task prevents recurrence. Ask why the original process allowed the error and verify performance on ordinary production, rather than relying on attendance records.