China Factory Audit: What to Check Before You Place a PO

If you’re shortlisting suppliers in China, the next right question is simple: how do I know this is a real, capable factory that can deliver my spec on time? This guide shows you what a meaningful audit looks like, which proofs to collect, and how to turn findings into a clear yes or no—before money, time, and brand risk are on the line.

What a “qualified” supplier actually means

Qualified isn’t “nice website” or “fast email.” It’s a factory that can repeat your spec, scale to your volume, and communicate with evidence. In practice you’re looking for:

• Capability match: same processes and materials as your part, with reference builds you can verify.
• Capacity and lead time: a plan that fits your forecast, not wishful thinking.
• Discipline and documentation: work instructions, sample control, calibration, and export readiness.
• Commercial sanity: price, MOQs, and terms that won’t shift risk back to you mid-program.

If any one pillar is weak, expect quality drift, delays, or surprise costs later.

Remote vs. on-site: choosing the right audit mode

Remote audits (video walkthrough + document pack) are fast filters for low-risk categories or early triage.
On-site audits suit high-value parts, regulated categories, or when red flags appear. A blended approach is common: remote for the long list, on-site for finalists.

Tip: schedule audits before sampling when possible—bad fits exit early, good fits sample sooner.

Evidence that actually proves capability

Ask for proofs that tie to your spec, not generic slides:

• Shop layout and process flow that match how your part is made.
• Machine lists with photos and nameplates; look for required sizes/tonnage.
• Reference builds for similar materials, gauges, finishes, or tolerances.
• In-process controls (gauges, jigs, SPC boards), not just final checks.
• First-article control: samples labeled, stored, and referenced in work instructions.
• Calibration status on key instruments with recent dates.

If evidence looks curated but not lived-in, probe deeper.

Capacity and schedule reality

A believable plan names lines, shifts, weekly output, changeover time, and the critical path constraint (coatings, heat treat, electronics). Ask how they handle overloads: overtime, overflow partners, or schedule slips. Then match that story to your timeline.

Documentation you should see before a PO

You don’t need a binder—just the essentials that prevent confusion later:

• Business license and export records tied to the same legal entity you’ll pay.
• Work instructions or control plans for your core process.
• Sample and revision control (how “the latest” is kept latest).
• Packing standards with carton specs and labels that fit your intake rules.
• Basic traceability on incoming materials and nonconformance handling.

Compliance and market claims

If your product touches regulated space (electrical, cleanrooms, lab, kids), confirm the evidence required by your market can be produced: safety listings, chemistry or EMC reports, labeling rules. If the factory says “we can do it later,” ask who does it, where, and how long it takes—then plan lead time accordingly.

Red flags you shouldn’t rationalize

• “Factory” location changes mid-conversation.
• Lowest price + shortest lead time with no capacity detail.
• “Standard export pack” for fragile or finished goods.
• Golden sample stored on someone’s desk, not in controlled storage.
• No dated calibration on measurement tools used for your spec.
• Photos without context or repeatability (one perfect part, no process).

One flag can be managed; several together point to future escalations.

Turn findings into a decision, not a report

Summarize in plain language:

• Fit: strong / acceptable / weak (why).
• Risks: top three with specific mitigations and owners.
• Recommendation: award now, sample with conditions, or exit.
• Backup: the next-best option if demand spikes or quality wobbles.

If you can’t explain the “why” of your pick in a paragraph, you don’t have enough evidence.

How Orient Exports runs audits (and why it saves money later)

We don’t chase glossy tours. We collect dated video/photo evidence, machine and process details, and the minimum documentation that keeps production honest. Findings roll straight into DFM and samples, then into AQL inspection plans and export documents—so what we audited is what we sample, inspect, and ship. That continuity is what prevents scope drift and surprise costs.

Next steps:

• Still building a shortlist? Start with Supplier Sourcing & Audits—we’ll return 3–6 real options with proofs you can trust.
• Ready to lock acceptance criteria? Move to Product Development (DFM & Samples).
• Want inspection gates and clean paperwork? See Quality Control and Logistics & Export.

Want an audit packet you can take to leadership?
Send your spec, forecast window, and any must-have standards. We’ll return a decision-ready audit with photos, capacity notes, risks, and a clear recommendation.

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