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Product Inspection & Quality Control Service in Vietnam

Are you looking for a product inspection and quality control agency in Vietnam? We are here for you! Clearport Inspections and Product Sourcing provides inspection services throughout Vietnam for foreign buyers at the Cheapest price in Vietnam! Whether you need services in Hochiminh, Hanoi, Danang or even rural Vietnam, we will travel and cover all provinces and cities in Vietnam.

What Products do we specialise in ?

The Vietnamese market is still in its infancy when it comes to complicated products, however we are happy to act on your behalf and check nationwide for suitable Manufacturers for you! The main Products we have sourced includes;

Factory Inspections and Audits

From Just $149 AUD, we provide a range of Factory and Product Audits and Inspections.

Product Sourcing

For Only $499AUD we provide Simple Product Sourcing Services.

Package

From only $999 AUD we provide a Full Service Product Sourcing Service.

So how does the whole process work??

  1. DEFINE AND CREATE YOUR PRODUCT SPECIFICATIONS (Estimated time 1 week)

Whether it be a custom designed (OEM) or private label product, the product must be defined before it can be manufactured. Here you will learn how to create the file for the product specification.

1.1 Preparing a spec sheet

This can be a simple excel spreadsheet defining the product design, functionality and quality. For example if you want to manufacture a watch, you would need to include the following information in this product specification sheet:

* Materials

* Components (e.g. movement)

* Dimensions

* Colours, plating, and coating used

* Technical standards required (e.g. 5 ATM)

If addition to these product specifications you would generally need to include the following:

* Detailed Design drawing or photos

* Logo files

* Packaging design

(Freelancers are a valuable tool and will often help to create your designs, go to Upwork.com)

1.2 Confirm mandatory safety standards required

If you’re planning to import to Australia, the US, or Europe then you will need to ensure your product is fully compliant will the relevant safety standards and labeling requirements of these countries. This is important as you are responsible for complying with this.

The main aspects that need to be considered are:

* Chemicals and heavy metals restrictions

* Product safety standards

* Labeling requirements (e.g. ‘Made in China’ or CE mark)

* Certification Requirements

* Lab testing requirements

(In many cases, importing some kinds of chemical or material can be illegal and will result in recalls or heavy fines)

  1. FACTORY SOURCING (Estimated time 2-3 weeks)

Once the product spec sheet is complete with design drawings, it is time to seek out suitable manufacturers for your product that will provide your products not only at a reasonable cost but also has the capacity for growth.

2.1 Database and Online Search

Whilst Alibaba.com and Globalsources.com are the two largest B2B supplier directories today for China, Most manufacturers in Vietnam still need to found using the trade expo’s and even word of mouth.

Regardless of how the manufacturer is sourced, the main information we need to consider these manufacturers is;

* Main products

* Registered capital

* Product certificates

* Quality management certificates

* Social compliance certificates

(From an initial list of 50-100 manufacturers, we create a shortlist of around 10-20 manufactures to consider closely)

2.2 Request quotations

Before seeking out quotations from the shortlist, we need information from yourselves regarding;

* Unit pricing

* Minimum order quantity (MOQ) requirement

* Product sample cost

* Production time

This information is sent to the manufacturers along with the product specification sheet and design attachments at the same to allow a swift response. We generally follow up every 3 days until we have received all product quotations. We generally found that we receive most quotes back within 7 working days.

2.3 Select your supplier

Once we have received the majority of quotations back, we then start comparing these quotes based on the following criteria;

* Unit pricing

* Minimum order quantity (MOQ) requirement

* Product sample cost

* Production time

(In our experience, selecting according to price by default is nearly always a mistake. Whether they have product test reports and quality certificates is usually more important than the unit price.)

  1. PRODUCT SAMPLES (Estimated time 4-12 weeks)

An important step in the process is the product sample, taking this product sample and testing it will confirm or negate the manufacturers ability to fulfill your order. Very often manufacturers will promise they can supply a specified standard when in actual case provide a sample greatly below.

3.1 Placing your sample order

When placing a sample order, we prepare a sample terms sheet that lays down the details required in the sample. This usually includes;

* Product specification file

* List of attachments (e.g. logos and design drawings)

* Sample production time

* Mold/tooling ownership terms

* Single payment only

* Additional sample remakes are free

* Maximum production time

We then send this and request their acceptance on each page prior to paying the fee for the sample product.

But How much do sample costs?

In some cases you can receive a sample of a product for free and only pay the cost of shipping, other times this will depend on various factors as the manufacturer may require specific tooling and mold production (e.g. plastic or metal) and are often paid for by the buyer.

How long does it take?

It will usually take 30-60 days for the production of a sample, plus the time for delivery. We also offer sample inspections that results in a time savings as we are able to act on your behalf an complete a full inspection that can be guided by yourself.

3.2 Managing sample issues and delays

More often than not the sample will not perfect at first, they often require 2 or 3 revisions to make the sample up to the standards you require. This time is crucial to avoid any future issues and may also result in selecting an alternative manufacturer.

(If you wish to inspect the sample yourself, we recommend you ask the supplier to photo/video the sample prior to shipping to avoid any simple issues.)

  1. PLACING YOUR ORDER (Estimated time 4-8 weeks)

Only once we are completely satisfied in the manufacturers ability do we continue to this stage and it involves more than just transferring funds to the manufacturer.

4.1 Prepare the order terms

The order terms sheet is an invaluable legal document that lists all the agreed product specifications, quality requirements, and general terms. It is usually provided by the buyer and includes the following details;

* Product specification file

* Attachments (e.g. design drawings and logos)

* List of applicable product safety standards

* MOQ requirement

* Defect rate

* Payment terms

* Late delivery terms

* Shipping terms

* Packaging terms

* Design and brand ownership clause

Generally an order term sheet should remain valid for at least 3 years as it can be referred to in the event of a reorder without having to reconfirm and renegotiate every time.

4.2 Deposit payment (30%)

As a rule of thumb, once the supplier has approved the order term sheet the buyer will usually transfer up 30% of the total value of the order. The remainder of the funds should be held until the following conditions have been met;

* Quality inspection approved

* Product lab test approved

(To ensure you are not being scammed, you should only pay to a bank account that is matching the companies name and within Vietnam. Never pay to offshore or private accounts including western union)

4.3 Order follow-up

Once funds are sent, the supplier should contacted and request them to confirm production time, and the following;

* Materials delivered

* First unit assembled

* 50% of the units assembled

* 80% of the units assembled

* 100% of the units assembled

(Sometimes suppliers we will need to remind the manufacturer of deadlines and will also show the manufacturer that we will not accept delays)

4.4 Quality inspection

Importing from another country is very different from purchasing from a shop, if you receive defective products, they cannot be returned. Period! Because of this it is essential to check the quality of the order before they are shipped. This is relatively simple and is a service we can provide for a low cost. We recommend booking quality inspections at least 2 weeks in advance.

* Prepare a checklist for your quality inspection agency

We can provide a complete report that details the following;

* Defects found (photos and description)

* Product photos

* Dimensions and weight

* Functionality testing (photos and videos)

4.5 Book lab testing

Whilst not all products will require a lab test, in some instances customs or even Amazon will require you to submit a test report to verify that a product is compliant with any mandatory safety standards.

These can be booked online, and although we do not provide this service, we can help you find a 3rd party lab tester that will help you fulfill this task.

(To avoid high costs in lab testing, we advise you limit the amount of variations in the product e.g. colour, models, and different countries)

4.6 Balance payment

Once the quality inspection and lab-tests are approved, you can then process payment on the remaining 70% balance. If any defects or issues are found in the inspection and lab testing steps, they should be rectified prior to this payment.

  1. SHIPMENT BOOKING (Estimated time 4-6 weeks)

Provided you understand the terminology of the shipping industry, getting goods shipped from the factory to your address is a relatively simple process.

Shipping can be done via sea or air freight and the following aspects can help you decide on which method you choose.

* Air: If weight < 150 kgs and volume < 1 cbm

* SeA: If weight > 150 kgs or volume > 1 cbm

How do I book shipping?

Online platforms such as Freightos.com or Flexport.com are recommended and you should avoid using the supplier to arrange as this may result in a conflict of agency.

What else do I need to do?

When booking the shipment you must submit the following information to the freight forwarder for swift processing;

* Factory location and contact details

* Your company details and delivery address

* Product name and quantity

* Estimated cargo weight and volume

* Incoterm and Insurance

If you have any questions, please feel free to contact us!