Quality Control & Inspection Policy

This policy defines the principles that apply when MedinChina performs, organises or coordinates a goods inspection in connection with an order.

The purpose of quality control is to check, within the agreed scope, whether produced goods reasonably correspond to the specifications, quantities, references and approved criteria before shipment.

An inspection is a risk-reduction tool. It is not an absolute guarantee against every present or future defect.

The manufacturer or supplier remains responsible for manufacturing the goods in accordance with the contract and agreed specifications.

Depending on the project, this may include materials, dimensions, colours, characteristics, quantity, assembly, operation, packaging, accessories, customisation and contractually agreed performance.

MedinChina’s involvement in quality control does not automatically transfer the supplier’s manufacturing responsibility to MedinChina.

An inspection can identify certain problems before international shipment. Depending on the product and service, it may reveal incorrect quantities or models, obvious colour or dimension differences, visible defects, poor packaging, missing accessories, detectable functional problems or differences from an approved sample.

When a problem is found before shipment, it may be easier to ask the supplier to correct it while the goods are still in China.

MedinChina may propose different inspection levels according to the nature, value and risk of the project.

Inspections do not all check the same elements. Before the visit, the scope may be defined from the supplier contract, pro forma invoice, purchase order, technical sheet, photographs, approved sample, dimensions, packaging and criteria communicated by the client.

The more precise the criteria are before production, the more useful the inspection can be.

The client must clearly communicate the product characteristics that matter. “Good quality” is not a sufficiently precise technical acceptance criterion.

Where relevant, specify material, thickness, dimensions, power, voltage, colour, weight, finish, capacity, components, accessories, tolerances, standards and reference or sample.

MedinChina cannot reasonably verify a requirement that was never communicated or contractualised.

When a sample has been formally approved by the client, it may be used as a reference where the order provides for it. The supplier may then be required to produce according to the agreed characteristics of that sample, subject to accepted tolerances.

Important characteristics should nevertheless be documented in writing as far as possible.

Depending on the inspection, MedinChina may check the declared total quantity, number of cartons, units per carton or a representative sample of production.

A sampling inspection does not necessarily mean that every individual unit was opened and checked. The client should understand this distinction.

For large productions, checking 100% of units may be impractical or may require a specific service. An inspection may therefore be performed on a production sample.

When professional sampling methods or AQL levels are required, they must be defined in the inspection scope or entrusted to a specialist organisation.

A visual check may look for scratches, cracks, deformation, poor finish, visible assembly defects, obvious colour differences, incorrect marking, damaged packaging and missing elements.

It cannot necessarily detect an internal or invisible defect.

When possible and included in the scope, some products may undergo simple functional tests such as powering on, operating a control, performing a simple mechanical movement, checking accessories or observing general operation.

A simple functional test is not a technical certification, laboratory test or safety validation.

Machines, vehicles, electrical equipment, industrial installations and other complex products may require specific procedures.

Depending on the project, this may include a technical inspection, functional test, Factory Acceptance Test (FAT), configuration check, parts check, technical documentation or an engineer or specialist organisation. MedinChina may coordinate services beyond a standard commercial inspection.

A standard physical inspection does not automatically confirm regulatory compliance. The presence of a marking or certificate does not automatically mean that it is valid or applicable to the product concerned.

When certification is essential, a separate verification may be required with the certifying body, laboratory, specialist firm or competent authority.

Depending on the service ordered, MedinChina may provide a report including the date, supplier, product, observed quantity, photographs, videos, measurements, control results, anomalies and observations.

The report reflects what was reasonably observable at the time of inspection and within the agreed scope.

Depending on the method, an inspection may conclude with a result such as “Conforms to checked points”, meaning the checked elements reasonably match the defined criteria; “Conforms with observations”, where attention is needed but rejection may not be justified; or “Non-conforming / Correction required”, where important differences were found.

The result must be interpreted only in relation to the criteria actually checked.

When a problem is found, MedinChina may document it, inform the client, contact the supplier, request an explanation, request a justified correction and arrange a new check when necessary.

Depending on the situation, shipment may be suspended to the extent MedinChina has the contractual and operational ability to do so.

When the inspection is satisfactory, the client may be asked to confirm that the process should continue. This confirmation may authorise balance payment, logistics preparation, collection or shipment.

For important orders, we recommend keeping this approval in writing.

When supplier terms allow, it may be preferable for the planned inspection to take place before final balance payment. However, suppliers do not all accept the same payment structure.

The contractual terms of the order prevail.

When a supplier corrects an issue after an initial inspection, a second inspection may be recommended. Depending on the contract and responsibility for the problem, this reinspection may create additional fees payable by the party identified in the applicable documents.

Where the contract allows, the client may decide not to order a recommended inspection. That decision may be documented.

The client then accepts that an additional level of pre-shipment verification was not performed. This does not remove the supplier’s own contractual obligations.

An inspection cannot reasonably guarantee the absence of a hidden defect, future failure, a problem appearing after use, premature ageing, an invisible internal defect, a problem on an unsampled unit or fraud that could not be detected with the agreed means.

Inspection should therefore be treated as a risk-reduction mechanism, not absolute insurance.

Acceptance of an inspection does not automatically remove the supplier’s warranties or obligations under the contract. A product can pass an inspection and later show a defect covered by a supplier warranty.

A claim may then be pursued according to the contract.

If the client discovers a problem after receipt, they should contact MedinChina promptly and preserve, as far as possible, the packaging, affected products, photographs, videos, serial numbers, references, delivery evidence and related documents.

These elements may be needed to present a claim to the supplier, carrier or insurer.

It is important to distinguish a manufacturing defect, which may concern the supplier; damage during transport, which may concern the carrier or insurer; misuse, which may concern the user; and an incorrectly communicated specification, which requires review of the instructions and approvals.

MedinChina analyses the available evidence before determining the appropriate claim process.

For high-value, technical or regulated orders, MedinChina may recommend an independent inspection. The third-party provider is responsible for its own report and performance of its mission under its contractual terms.

MedinChina may coordinate the intervention without replacing the expert or laboratory.

The price depends on the product, number of references, location, time required, complexity, sampling level, tests and any need for a specialist.

The cost is communicated in accordance with the project terms before the service is committed when prior approval is required.

When included in the service, MedinChina may provide photographs or videos showing certain verification steps. These materials improve transparency but do not necessarily replace a technical report when one is required.

Our approach can be summarised as: Specify → Produce → Inspect → Correct if necessary → Approve → Ship.

It is generally preferable to identify a problem while the goods are still with the supplier rather than after they arrive in the client’s country.

When a non-conformity is documented, MedinChina uses the available contracts and evidence to request the applicable solution from the supplier. Depending on the contract and circumstances, this may be correction, replacement, new production, compensation, credit or refund.

If a supplier refund is obtained and actually received by MedinChina on the client’s behalf, amounts due to the client are returned in accordance with the Refund & Responsibility Policy.

MedinChina seeks to give clients more visibility on their order before shipment. We do not promise that an inspection will eliminate every risk.

We do commit to applying the agreed level of control, reasonably documenting the findings and communicating important anomalies identified within the mission.

To request an inspection or determine the appropriate control level for an order, contact MedinChina at contact@agencemedinchina.com.

MedinChina is operated by Hangzhou Opun Technology Co., Ltd. (杭州奥普恩科技有限公司), Hangzhou, Zhejiang, China.