Identify the shipment and contain the affected stock
For an overseas brand or importer, the first task is to connect the reported problem to a purchase order, shipment, garment SKU and identifiable cartons. Record the receipt date and when the issue was discovered. Set aside the affected pieces and identify related stock awaiting review so it is not mixed with saleable goods. Keep carton labels, packaging and the original condition visible in photographs. If the carton is wet or damaged, record that separately from garment construction issues; a photograph alone does not establish who caused the problem.
Compare the garment with an agreed requirement
Use the approved sample and the specification revision that controlled the order. State the requirement and the observed difference: for example, a measurement outside an agreed limit, an open seam or a label that differs from approved artwork. For measurements, show the measuring points, garment condition and method used. For shade concerns, retain the physical references and arrange a comparable viewing method rather than relying only on phone images. Preserve representative pieces without washing, repairing or discarding them until the review route is agreed. Record any handling or care already performed.
Separate confirmed defects from unchecked quantities
Create one issue line for each defect type and affected SKU. Record how many garments were checked, how they were selected, how many showed the issue and how many remain unchecked. Count unique affected garments separately from defect occurrences: one sweater can have two problems. Do not extend a result from selected cartons to every garment without an agreed review. The following is a hypothetical receiving example, not a WTBF order record or an inspection standard.
| Stock status | Garments | What the count establishes |
|---|---|---|
| Checked with no reported issue | 170 | Included in the 200 checked garments |
| Checked with the reported issue | 30 | Confirmed affected pieces in the checked group |
| Not yet checked; held for review | 800 | Condition remains unconfirmed |
| Total received | 1,000 | 170 + 30 + 800; 200 checked in total |
- The observed result is 30 affected garments among 200 checked; it does not establish that 150 of all 1,000 garments are defective.
- Agree who checks the remaining stock, the method, completion date and how each garment status will be recorded.
Send an evidence pack and agree a joint review
Provide an overview photograph, a close-up with scale where useful, the approved reference, the requirement, carton and SKU identifiers, and the quantity register. Give each image and retained garment a reference that matches the issue line. Keep the original files; avoid filters or editing that hides context. Ask the supplier to confirm receipt, name a review owner and agree the next decision date. If the evidence is disputed, agree whether physical samples, a video review or an independent inspection is needed, including the scope and who authorises the cost. Sharing evidence starts the review; it does not mean responsibility or compensation has been accepted.
Approve the remedy before repair, return or replacement
Compare practical options for the confirmed scope: an approved local repair, return for rework, replacement production, or another written commercial arrangement. Trial any repair on a retained piece and agree the appearance and functional acceptance before applying it to stock. Confirm quantities, handling, repacking, transport, inspection and cost responsibility before authorising work or shipping goods back. Replacement sweaters need their own material, shade, sample and capacity checks; they cannot be assumed to match an earlier yarn lot or dispatch immediately. Record dispatch and destination receipt as separate dates.
Close the stock balance and improve the next order
Track each affected garment once through the agreed outcome: accepted after review, repaired and accepted, returned, replaced or otherwise resolved. Keep replacement arrivals separate from the disposition of the original goods so the same unit is not counted twice. Close the issue against the accepted remedy, quantity reconciliation and agreed financial documents. Record the confirmed cause and the production or approval change needed for a repeat order. Before a new WTBF bulk project, use the inquiry form to share the product reference, quantities, destination and receiving requirements so inspection criteria, references and the issue-review process can be agreed with the quotation.
- Agree reporting contacts, evidence requirements and review milestones in the order documents.
- Keep the approved sample, specification revision and receiving records linked to the same order.
- Confirm the remedy and schedule for the actual issue; this guide does not promise a refund, free replacement or a fixed resolution period.
Questions about this guide
Can a warehouse report the whole shipment as defective after checking one carton?
Report the checked quantity, selection method, observed issues and unchecked balance. Agree further review before treating a selected-carton result as the condition of the entire shipment.
Should the buyer repair or return sweaters immediately?
Preserve evidence and agree the remedy, trial result, quantities, costs and logistics with the supplier before authorising repair or return. Keep affected stock identifiable while the decision is pending.