Factory visit guide
China factory visit checklist: what to confirm before, during and after
A factory visit is useful when it is tied to a purchasing decision and a written observation scope. This checklist helps overseas buyers prepare questions and preserve evidence without treating a short visit as a full audit.
In brief
Define the decision the visit must support
Start with the decision: whether to pay a deposit, approve a supplier for sampling, confirm a stated location or investigate an inconsistency. A broad request to check everything produces weak evidence.
The supplier should confirm access, photography, video and live-call rules in advance. Restrictions do not automatically prove a problem, but they should be known before travel and recorded in the report.
1. Before the visit: confirm access and scope
Confirm the exact Chinese address, site contact, date, expected visit length and areas that may be viewed. Send a short list of product- and order-specific questions rather than a generic audit form.
Review the supplier's company and commercial information first. That allows the visit to focus on unresolved operational claims instead of spending the appointment collecting basic names.
- Exact site address and relationship to the contracting company
- Supplier consent for entry, photos, raw video and live call
- Products, processes and documents requested for observation
- Buyer questions and prohibited or sensitive areas
- Travel fee, visit duration and report delivery date
2. On arrival: establish where the visit is taking place
Record exterior signage, address context and the name used by the site where permitted. Ask the host to explain the relationship between the visited location, the contracting entity and any separate export company.
A real workplace does not by itself prove that every product is made there. Keep site identity separate from product and capacity evidence.
- Exterior, entrance and visible company signage
- Host name, role and relationship to the supplier
- Whether the site is an office, workshop, factory or shared location
- Areas granted and refused during the visit
3. Observe evidence relevant to your product and order
Ask to see the processes, equipment, materials, samples or records connected to your product. Record what is active, idle, demonstrated on request or unavailable. Avoid converting a brief observation into a capacity claim.
For technical acceptance, safety, quality systems or regulated products, use a qualified auditor, engineer or inspection company with a defined standard.
- Relevant incoming materials and storage conditions
- Product-related machinery, tooling and workstations
- Current or recent examples similar to the requested item
- Visible in-process and final quality-control steps
- Packaging, finished-goods storage and shipment preparation
4. After the visit: separate observations, statements and unknowns
The report should distinguish direct observations from supplier statements and documents that were shown but not independently verified. It should also list requested evidence that was unavailable.
Use the findings to decide the next control: request another document, order a sample, revise the contract, commission specialist inspection or stop the transaction.
- Dated observations and media index
- Supplier statements requiring follow-up
- Access, photography and evidence limitations
- Contradictions with pre-visit information
- Recommended next actions tied to the buying decision
Working checklist
Factory visit preparation checklist
- Confirm the exact site and its relationship to the contracting entity
- Obtain written consent for access, photography, video and live participation
- Prioritize no more than a practical set of decision-critical questions
- Request product-relevant materials, equipment, samples and records
- Record refused access and unavailable evidence
- Keep direct observations separate from supplier statements
- Use qualified specialists for technical, quality or compliance acceptance
- Agree travel cost, visit time, raw-media scope and report deadline before payment
Questions
Questions about visiting a factory in China
Should a factory visit be unannounced?
Not for this type of buyer visit. Entry, photography and live video normally require supplier consent. A specialist audit may use different notice rules agreed in its own scope.
Can a short visit prove production capacity?
No. It can document what was observable at the time. Capacity assessment requires production data, product knowledge and often a specialist review.
What if the supplier refuses photos or access to an area?
Ask for the reason and record the limitation. Confidentiality or safety may be legitimate, but the restriction still affects what the visit can establish.
Next step
Turn your supplier questions into a clear visit scope
Send the supplier address, order context and evidence you want observed. We will assess feasibility, coordinate consent and confirm the visit and travel quote.