Right supplier. Right spec. Right first time.
This end-to-end checklist is how IndiaUnbox runs sourcing and quality assurance across Indian clusters (Moradabad metalware, Jodhpur wood, Panipat/Karur textiles, Bhadohi rugs, Khurja ceramics, Firozabad glass, print/pack hubs). Use it as your operating playbook from RFQ to ready-to-ship.

Supplier Sourcing — Shortlist & Due Diligence

Goal: create a vetted, competitive pool before you share drawings.

Shortlist criteria

• Cluster fit & process capability (e.g., spinning + plating for brass; kiln capacity for ceramics).
  
• Capacity & lead time (lines/kilns/looms, OEE %, peak-season plan).
  
• Quality maturity: in-house QA team, gauges, calibration logs, IPC/FAI/DUPRO records.
  
• Compliance posture: BSCI/SEDEX/ISO 9001/14001/45001 (nice-to-have), legal docs (GST, IEC, factory license).
  
• Export history (top markets, references), claim rate & on-time performance.
  
• ESG basics: waste handling, worker welfare, restricted substances awareness.
  

DD pack to collect

• Factory profile + process map; machine list; test/inspection equipment.
  
• 12-month shipment log (volumes, categories).
  
• Photos/video of key processes & finishing lines.
  
• Third-party audit summaries (if any).
  
• NDA & non-circumvention signed.
  

Red flags

• Outsourcing core process without disclosure; “trader only” on maker categories.
  
• No spec sheets/BOM control; inconsistent plating/finish samples.
  
• Over-promising on lead times; no corrective action records.
  

RFQ Pack — What to Send (and insist on)

• Spec sheet with drawings/photos, units, tolerances (see category notes below).
  
• BOM (materials, grades, thickness/GSM, hardware).
  
• Finish board (plating micron, tone chip; glaze code; stain/PU steps; Pantone).
  
• CTQs (critical-to-quality): e.g., stability/wobble, food-contact safety, color ΔE limit.
  
• Packaging spec: inner/outer, carton strength (ECT/BCT), barcodes (EAN/UPC), ship marks.
  
• AQL plan: ANSI Z1.4, General Level II, defaults 2.5 Major / 4.0 Minor (unless stricter).
  
• Compliance tests required (LFGB/FDA for food-contact; REACH/azo; CPSIA/EN71 for kids; transit test).
  
• Incoterm & target ship week, payment term, sample policy, IP/tooling ownership.
  

Should-Cost & Lead-Time Guide run before RFQs to set target bands.

Sampling & Approvals

• T1 product + T1 packaging → document variances.
  
• T2 (if needed) only against red-lined T1; track change log.
  
• PP/Golden Sample locked in bag/box, signed & date-stamped; retain twin at factory & IndiaUnbox.
  

Pass/Fail examples

• Color match: ΔE ≤ 2.0 against golden (textile/paint), plating tone within approved swatch.
  
• Dimensional tolerance:
  
  • Metal/wood home décor <200 mm: ±2 mm; 200–600 mm: ±3 mm; furniture joints ±1 mm.
    
  • Ceramics OD/height: ±2.5 mm unless set stacking demands tighter.
    
  • Textiles finished size: ±1% (cushions/throws) unless otherwise agreed.
    
• Function: stability/wobble ≤1 mm on flat surface; handle pull test ≥15 kgf for smallware.
  

Pre-Production (PP) Meeting — Must Cover

• Material lots confirmed (grade, heat/batch, moisture % for wood 8–12).
  
• Tooling/jigs and first-article plan.
  
• Process sheet with cycle times & line layout; bottlenecks & rework protocol.
  
• Color/finish controls: plating tank parameters; stain/PU schedule; dye/print SOP.
  
• Packaging dielines/artwork final; barcode test print.
  
• Inspection booking: DUPRO window (20–60%), PSI (≥80% packed).
  
• Defect glossary with photo examples.
  

In-Process Controls (Factory + DUPRO)

Incoming materials

• Metals thickness & grade; plating thickness targets (e.g., Ni 3–5 µm where required).
  
• Wood MC 8–12%; reject >14%.
  
• Textiles GSM ±5%; color lot lab-dip signoff; azo-free dyes.
  
• Ceramics clay body & glaze batch IDs; viscosity windows.
  

Line checks

• First Article Inspection (FAI) every start/changeover.
  
• Dimensions/weight per CTQ frequency (e.g., 1 in 30).
  
• Surface finish: polish/buff uniformity; glaze pinholes/crazing; print/embroidery alignment.
  
• Adhesion tests: cross-hatch (paint/coating), tape test for decals, rub/ crocking for prints.
  
• Safety/strength: pull tests on handles/knobs; furniture joint racking.
  
• Process records: oven/curing temps, kiln logs, plating bath chemistry.
  

Our inspector’s kit (typical)
Calipers, micrometer, coating thickness gauge, gloss meter, moisture meter (wood), scale, tape, angle jig, barcode scanner, colorimeter (ΔE), shore hardness (if needed), needle gauge, seam strength clamp, torque/pull gauge.

Pre-Shipment Inspection (PSI) — AQL & Pack-Out

Sampling: ANSI Z1.4, General Level II. Defaults AQL 2.5 Major / 4.0 Minor (tighter for premium SKUs).

Quick AQL examples (General II)

• Lot 320 pcs → sample 32, accept 2 major / 3 minor.
  
• Lot 1,200 pcs → sample 80, accept 5 major / 7 minor.
  
• Lot 3,200 pcs → sample 125, accept 7 major / 10 minor.
  

Checks

• Workmanship & CTQs per defect glossary.
  
• Dimensions & weight vs spec; stability/wobble tests.
  
• Finish & color vs golden sample (ΔE reading where applicable).
  
• Food-contact visual + certificate review (LFGB/FDA).
  
• Textiles: stitch SPI, seam strength, shrinkage report, colorfastness rub/wash grades.
  
• Ceramics: ring test, glaze continuity, stack/rock test, random thermal-shock sample.
  
• Packaging: inner/outer as per spec; ECT/BCT or carton weight check; sealing method; corner/edge protectors; barcode scan (100% scannable), ship marks, palletization ISPM-15 (if used).
  
• Carton/CBM tally vs packing list; drop test (ISTA 1A or 2A if specified).
  
• Counts & assortment accuracy.
  

Outcome

• Pass / Conditional Pass with CAPA / Fail & Rework
  
• Photo/video evidence; re-inspection triggers where needed.
  

Compliance & Testing (select as needed)

• Food-contact: LFGB overall/specific migration; FDA 21 CFR citation; heavy metals in glaze/plating.
  
• Chemicals: REACH SVHC, azo dyes, lead/cadmium, phthalates (kids).
  
• Textiles: colorfastness to wash/rub/sweat, pilling, dimensional stability.
  
• Furniture: stability, tip, load cycles (BIFMA/EN equivalents).
  
• Transit: ISTA 1A/2A/3A as per channel; Amazon prep where applicable.
  
• Documents: COA/COC, SDS for chemicals, FSC chain of custody (paper/wood) where applicable.
  

Documents & Handover

• QA pack: signed spec, golden sample photos, PP minutes, DUPRO & PSI reports, defect & CAPA log, test certificates.
  
• Shipping pack: CI/PL, COO, HS codes, packing list with accurate net/gross & CBM, pallet list, ship marks art, insurance list.
  
• Traceability: lot/batch numbers, date codes, inspector IDs.
  

Non-Conformance & CAPA (Fast Loop)

• Triage: block, sort, rework/replace, 100% check if required.
  
• Root cause: 5-Whys/Fishbone; verify at the process step (not just end-check).
  
• Action & owner: deadline, retest points, effectiveness check on next lot.
  
• Commercials: debit/credit, re-inspection cost allocation per PO terms.
  

Category-Specific Defect Glossary (examples)

Metalware (Moradabad)
Major: plating burn/peel, exposed base metal, sharp edges, wobble >1 mm, visible welds, handle pull <15 kgf.
Minor: haze/swirls, tone mismatch within swatch band, micro pinholes on non-food areas.

Wood/Furniture (Jodhpur/Saharanpur)
Major: joint gaps >1 mm, level difference >1 mm, severe warp/twist, unstable chair; stain mismatch >ΔE 3.
Minor: small knots (filled), brush marks on non-critical faces, touch-up visible on underside.

Textiles (Panipat/Karur)
Major: open seams, size out >1%, shade banding, embroidery mis-registration >2 mm.
Minor: loose threads, small oil spots on reverse, skew/spirality within 3%.

Ceramics/Glass (Khurja/Firozabad)
Major: cracks/crazing, rim chips, rocking >1 mm, heavy glaze pinholes in food area.
Minor: tiny specks under glaze (<1 mm), minor flow marks on base ring.

Paper & Packaging
Major: wrong board caliper, failed BCT/ECT vs spec, barcode not scannable, wrong labeling.
Minor: print dot gain within tolerance, slight color shift within ΔE 3 on non-brand panels.

What you receive from IndiaUnbox

• Editable RFQ & Spec templates (DOCX/XLSX)
  
• Defect glossary (category-wise with photos)
  
• DUPRO/PSI checklists & inspector tool list
  
• AQL cheat sheet + sampling calculator
  
• Compliance test matrix by category & destination
  

Consolidated QA report with pass/fail & CAPA