How to Prepare a Garments Inspection Report

A Garments Inspection Report is a critical tool in ensuring the quality of garments before they reach the customer. It helps identify defects, ensures adherence to specifications, and maintains product consistency. 

In this blog, we’ll walk you through the essential steps of preparing a Garments Inspection Report, ensuring that it’s comprehensive and meets industry standards.

Before starting the inspection, it’s essential to thoroughly review the client’s specifications. These include garment measurements, fabric type, color, stitching, packaging requirements, and any special features. 

Having a clear understanding of these specifications will guide the entire inspection process.

• Key Considerations:
  • Size measurements
  • Fabric quality
  • Color matching
  • Seam strength and stitch quality
  • Labels, tags, and packaging

2. Select an Inspection Method

There are different types of Garment Inspection methods, each suited for specific needs. The most commonly used methods are:

• Pre-production inspection: Done before production begins to ensure raw materials and components meet specifications.
• In-line inspection: Conducted during the production process to catch any defects early.
• Final random inspection (FRI): Performed when production is completed but before shipment, inspecting a random sample to represent the entire batch.

For most cases, Final Random Inspection (FRI) is used to prepare the report.

3. Define the Sample Size Using AQL (Acceptance Quality Limit)

The AQL (Acceptance Quality Limit) system is used to determine how many garments should be inspected from a production lot. The sample size and acceptable defect rate depend on the order quantity and the severity of defects. 

A common AQL level for garment inspections is 2.5, meaning that 2.5% of the garments in the sample can have minor defects before rejection.

• Example:
  • For an order of 1,000 garments, a sample size of 80 pieces might be selected.
  • The defects are categorized as critical, major, or minor, with specific tolerances for each.

4. Conduct the Physical Inspection

Now, it’s time for the physical inspection of the selected garments. This stage includes checking the following key aspects:

• Measurements: Ensure that the garment dimensions match the specifications. This includes length, width, sleeve size, chest size, and other critical measurements.

• Fabric Quality: Inspect for any fabric defects such as holes, color inconsistencies, stains, or pilling.

• Stitching & Seams: Examine the stitching for strength and uniformity. Ensure there are no loose threads or skipped stitches.

• Zippers, Buttons, and Fasteners: Check the functionality and proper attachment of zippers, buttons, hooks, and other fasteners.

• Labeling & Tagging: Verify that the labels and tags match the client's specifications, including size, brand, care instructions, and country of origin.

• Finishing: Inspect for any wrinkles, pressing marks, or other signs of poor finishing.

5. Record Defects in the Report

During the inspection, any defects found should be recorded in the Inspection Report. Defects are classified as:

• Critical Defects: These are serious defects that make the garment unfit for sale, such as broken zippers or large holes.

• Major Defects: Significant issues that may reduce the garment’s salability, like noticeable stitching issues or fabric tears.

• Minor Defects: Small imperfections that don’t affect the usability of the garment, such as small stains or slightly uneven stitching.

Each defect should be noted with details, including the type, location, and severity.

6. Use Visual Aids (Photos and Diagrams)

To make the Inspection Report clear and easy to understand, it’s useful to include photos and diagrams of the inspected garments. This helps the client visualize the defects and ensures transparency in the inspection process. Photos should clearly show the defect and, if necessary, include a comparison to a garment without the defect.

7. Perform Packaging and Presentation Inspection

After the physical inspection, the packaging must also be checked to ensure it meets the client’s standards. This includes:

• Proper labeling and tagging on the garment packaging.
• Ensuring that the garment is folded and packed neatly according to the client's requirements.
• Inspecting the outer carton for damage, size, and labeling.

8. Compile and Finalize the Inspection Report

Once the inspection is complete, all the gathered information should be compiled into a detailed report. A typical Garments Inspection Report includes:

• Client and order details: Client name, order number, and garment specifications.
• Inspection date and location: When and where the inspection was conducted.
• Sample size and method: How many garments were inspected and which inspection method was used.
• Inspection findings: A list of all defects found, classified as critical, major, or minor.
• Photos and diagrams: Visual representations of defects and areas of concern.
• Final judgment: Whether the batch passes, fails, or needs reworking before shipment.

9. Submit the Report to the Client

After completing the Inspection Report, it should be promptly sent to the client for review. Be prepared to discuss the findings with the client and address any concerns or additional requests.

Conclusion

Preparing a Garments Inspection report involves a methodical process of inspecting the garments, documenting defects, and ensuring adherence to the client's specifications. By following these steps, manufacturers can ensure high-quality standards, reduce returns, and maintain strong relationships with clients.