Updated 2026-09-28 · Evergreen procurement guide · Order-specific scope and results require written confirmation
1. Separate Factory Audit, Pre-Shipment Inspection and Compliance
These reviews answer different buyer questions. A factory audit asks whether a supplier has the legal identity, site, people, process controls and document discipline to support an order. A pre-shipment inspection asks whether a specific finished order matches the approved specification and acceptance rules. Destination compliance asks whether the exact vehicle and documents satisfy the applicable market and use requirements.
One review cannot substitute for the others. A capable factory can still ship the wrong option. A shipment that matches the purchase order may still lack a destination document. A certificate logo cannot prove that a report covers the ordered model, configuration, legal entity or market.
| Decision | Evidence base | Typical outcome |
|---|---|---|
| Supplier approval | Legal identity, factory role, process, records and controls | Approve, conditionally approve or reject supplier |
| Shipment acceptance | Signed specification, finished units, agreed checks and defects | Release, hold for correction, conditionally release or reject lot |
| Destination compliance | Vehicle classification, exact configuration and applicable documents | Confirm requirements or resolve gaps before shipment |
Use the manufacturer selection guide for supplier due diligence and the CE versus DOT guide for market-specific document questions. Keep the order inspection focused on measurable acceptance.
2. Freeze the Inspection Basis Before Production Finishes
The inspector needs a controlled reference, not a sales brochure. Assemble the signed purchase order, approved quotation, model and configuration revision, approved sample or drawings, branding artwork, accessory list, battery and charger details, destination labels, manuals, spare-parts list and packing requirements. Resolve conflicts before the inspection date.
For every requirement, define what counts as conformity and what evidence will be retained. “Good braking” is subjective. A written functional check, operating condition and pass/fail rule are reviewable. “Correct color” should point to an approved reference. “All accessories included” should point to an itemized configuration list and packing list.
Inspection-plan fields to agree
- Purchase order, model, configuration revision and quantity.
- Production lot location, completion state and proposed inspection date.
- Required unit-level checks and any sampled checks.
- Test condition, tools, reference documents and responsible party.
- Defect categories, acceptance rule and re-inspection responsibility.
- Required photos, videos, measurements and document copies.
- Who may approve corrections and who gives final shipment release.
The OEM customization checklist helps freeze configuration, branding, inspection, packing and support requirements on one revision.
3. Define the Lot, Unit Identity and Inspection Coverage
State which finished units make up the lot and how each cart can be traced. Depending on the order and agreed system, this may use a serial reference, unit number, configuration label or another documented identifier. Mixed models, colors or battery systems should not be hidden inside one undifferentiated sample.
Coverage should follow risk and contract terms. Buyers may require every unit to be checked for identity, quantity, major configuration and agreed safety-critical functions, while using a documented sample for repeated cosmetic or dimensional characteristics. A first order, a new configuration, prior defects or a high-consequence use case may justify broader checks. The plan should say how samples are selected and what happens when one fails.
Do not invent a sampling level after results are known. Record the lot size, number selected, selection method and acceptance rule before inspection. If the buyer or an independent inspection company uses a formal sampling standard, name the exact edition, level and limits in the contract rather than writing only “standard inspection.”
4. Inspect the Cart Against the Approved Configuration
The exact test method depends on the vehicle, intended use and contract. The following groups help buyers turn an order into a reviewable checklist without assuming that every model uses the same component or threshold.
| Inspection group | Buyer should verify | Useful evidence |
|---|---|---|
| Identity and configuration | Model, seat or cargo layout, color, battery, charger, tires, accessories, branding and unit reference | Unit list plus overview and detail photos |
| Assembly | Fasteners, wiring routing, connectors, hoses or cables, panels, roof, seats, glass and configured attachments | Checkpoint results and close-up images of exceptions |
| Controls and electrical functions | Key or start system, direction selection, display, horn, lights, indicators and ordered electrical accessories | Function record tied to unit or sample |
| Steering, braking and movement | Agreed static and dynamic checks, steering response, brake operation, parking brake and abnormal noise or interference | Test condition, result and video where agreed |
| Battery and charging | Ordered battery and charger identity, visible condition, connections, charging indication, destination plug or power details and supplied documents | Labels, connection images and functional result |
| Finish and branding | Panels, coating or molded finish, seats, trim, decals, logo location and visible damage | Dated photos under agreed viewing conditions |
| Documents and loose items | Manuals, keys, tools, spare parts, labels, packing list and order-specific document index | Itemized count and document references |
| Packing preparation | Removed parts, labels, protection, packed dimensions, movement points and loading-plan compatibility | Packing state and cross-reference to loading plan |
Use measured requirements only where a source and method have been agreed. Record the instrument or reference where it matters. A photo can support a finding, but it cannot prove hidden assembly, engineering adequacy, battery performance or legal compliance by itself.
5. Classify Defects and Close Corrective Actions
Define defect categories before inspection so the same finding is treated consistently. Buyers commonly distinguish conditions that create an immediate safety or compliance concern, conditions that prevent intended operation or materially depart from the order, and smaller workmanship or appearance deviations. The contract should define the categories and acceptance rule for the order; this guide does not set universal limits.
Every nonconformity record should identify the unit or sample, requirement, observed condition, evidence, category, correction owner and due date. A correction is not closed by a promise. Record the action taken and retain re-inspection evidence. If work could affect another system, repeat the related functional check.
| Status | Meaning | Required next step |
|---|---|---|
| Open | Finding recorded; correction or disposition not yet verified | Hold affected unit or lot as agreed |
| Corrected, pending verification | Supplier reports action complete | Re-inspect the requirement and related function |
| Accepted concession | Buyer accepts a documented deviation under stated conditions | Record authorized approver, scope and commercial effect |
| Closed | Evidence shows the agreed requirement is met | Include closure reference in final report |
6. Make Shipment Release a Separate, Dated Decision
An inspection report describes findings. Shipment release records the commercial decision after findings and corrections have been reviewed. The record should state the purchase order, lot, inspection date, report revision, open exceptions and decision: accepted, held for correction, conditionally released or rejected under the agreed rules.
Identify the person or role authorized to release the order. If release is conditional, list each remaining condition, owner and deadline. Do not let container booking, payment timing or production pressure silently replace the acceptance rule.
Connect the final inspection file to the container loading and packing checklist. Confirm that released units, removed parts, chargers, spare parts and documents match the packing list before the container is sealed. After delivery, use a separate record for transport damage, missing items, setup issues and product faults; the after-delivery problem guide explains that evidence split.
Copyable Golf Cart Inspection and Release Record
- ☐ Buyer, supplier and inspection company or inspector
- ☐ Purchase order, approved configuration revision and destination
- ☐ Lot quantity, model mix and unit identification method
- ☐ Inspection location, start/end date and production completion state
- ☐ Reference documents, approved sample, drawings and artwork
- ☐ Unit-level checks and sampled checks with selection method
- ☐ Test conditions, tools and pass/fail criteria
- ☐ Identity, configuration, assembly, controls and electrical results
- ☐ Steering, braking, movement, battery and charging results
- ☐ Finish, branding, documents, spares and packing results
- ☐ Each defect with unit/sample, evidence, category and requirement
- ☐ Corrective action, owner, due date and re-inspection evidence
- ☐ Open exceptions or approved concessions
- ☐ Final decision: release, conditional release, hold or reject
- ☐ Authorized names, dates and report revision
Store the signed specification, inspection report, media, correction record and release decision together. File names and photo captions should identify the order and unit without exposing sensitive data publicly.
What to Send When Requesting a Quality-Control Plan
Send the model or model mix, quantity, target market, intended use, route or duty cycle, approved options, battery and charger requirements, branding, required documents, inspection coverage, acceptance rules, third-party inspector details, packing plan and shipment date. Ask the supplier to identify assumptions and items that need buyer confirmation.
For a TONGCAI discussion, use the inquiry form and request an order-specific inspection scope. Company-specific test methods, coverage, documents, price, production timing and acceptance terms must be confirmed in the quotation, specification and contract.