Supplier charging for mould storage: what to do
Ask for the original storage terms, an itemised tooling inventory and a dated charging proposal before agreeing payment. Compare retaining each tool with its complete relocation cost, including trials and production disruption. Agree the outcome in writing. China-side checks can be coordinated by Cambridge China Bridge.
Start with the original commercial agreement
Gather the tooling quotation, purchase order, payment records, supply agreement and emails about storage. Look for promises of included storage, links to continuing orders, maintenance arrangements and collection terms. Ask the supplier to identify the wording it relies on and explain what has changed. Keep ownership, unpaid tooling balances and the proposed storage service as separate discussion points.
If storage was included, quote that wording in your reply and request a written explanation of the proposed change. If the documents are silent, ask for a negotiated arrangement rather than guessing what either party intended. The development charges guide covers recovery balances and deliverables; this guide addresses the new storage proposal.
Reconcile an itemised tooling inventory
Request a schedule identifying each mould, associated product and drawing revision, stated owner, actual storage site, current photographs, dimensions, weight and condition. Include inserts, interchangeable parts, fixtures, spare parts and tools held by subcontractors. Match the schedule against your invoices and records; mark missing tools, duplicate entries and uncertain ownership for investigation.
Ask which tools are in use, dormant, damaged or obsolete, and what preservation or repair work is needed. Require the storage quote to identify the tools it covers and its charging basis, such as occupied space or individual tools. Use the moulds and tooling guide for technical condition and trial checks.
Separate the proposed charging dates
Ask for the notice date, proposed charge start date, billing period, payment date and collection deadline. If the supplier seeks payment for earlier storage, request the period, calculation and agreement it relies on separately from future charges. Propose a review and collection window, and ask the supplier to confirm how charges will be handled while you reconcile the inventory.
Negotiate what triggers or stops charging: inactivity, renewed orders, collection readiness or actual dispatch. Agree how partial billing periods, delayed collection and supplier-caused delays are treated. Specify whether preservation, handling, loading and insurance are included. Request written confirmation that no tool will be moved, used for another customer or scrapped without your written approval.
Compare the complete cost for each tool
Compare options over the same planning period, using actual quotations and expected demand. Retaining a tool may preserve production continuity; moving it may add adaptation, repair and trial work. Ask the receiving factory to confirm machine compatibility and acceptance before booking collection. Follow the supplier qualification guide for production approval after a move.
| Option | Costs and checks to include | Decision evidence |
|---|---|---|
| Retain at the supplier | Storage, preservation, insurance, restart work and future release charges | Expected orders, tool condition and agreed access |
| Move to another factory | Release, packing, lifting, transport, insurance, adaptation, repairs, trials and production disruption | Receiving factory acceptance and approved trial parts |
| Move to independent storage | Collection, storage, preservation and later delivery to a production site | Access arrangements and a workable restart plan |
| Retire | Disposal, replacement tooling and loss of spare-part production capability | Buyer approval, retained records and disposal confirmation |
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Record the settlement and handover
Send a proposed settlement naming each tool and the decision to retain, relocate or retire it. Attach the agreed charges, start and stop dates, service scope, review arrangements and collection responsibilities. For relocation, agree release conditions, a condition report, packing, accompanying files and spares, and signed receipt at destination. Keep disputed historical charges distinct from the future arrangement.
HMRC says tooling charges form part of the total payment included in customs value for imported goods. Give your customs agent the original tooling records and the new itemised storage and relocation invoices, and ask them to assess the treatment of each cost. The customs value guide covers valuation; do not assume a storage invoice has the same treatment as buying a mould.
Frequently asked questions
Should I pay a new mould storage invoice?
Check the original terms, covered tools, calculation and charging dates before agreeing it. Reply promptly, identify disputed items and propose a written arrangement for future storage.
What if my supplier backdates storage charges?
Ask for the earlier period, itemised calculation and agreement relied on. Discuss historical charges separately from future storage, and request a review window while records are checked.
Is moving my moulds cheaper than paying storage?
Compare quoted costs over the same planning period. Include release, packing, transport, repairs, adaptation, trials and disruption, then confirm the receiving factory can use the tools.
What should a mould storage agreement include?
Identify the tools, location, charges, billing dates, preservation, insurance, access and collection terms. Agree charging triggers and require written approval before relocation, other use or disposal.