What inspection can and cannot do
Inspection samples a lot; it does not make every bead perfect. Hand-rolled beads vary slightly, and the aim is to confirm that variation stays within the range agreed on the approved sample. Inspection works best when the agreement is concrete: diameter range, strand weight, hole size, cord, packaging and a retained reference bead. Without those, an inspector has nothing to compare against and the result is an opinion. The reference is created at sampling, as described in the sample process.
The inspection plan
| Check | Method | Compare with |
|---|---|---|
| Bead diameter | Calipers on a set of beads per strand, several strands per lot | Diameter range on the sample sheet |
| Strand weight | Scale, several strands per carton | Weight recorded on the approved sample |
| Hole size and centering | Pin or gauge through a set of beads; visual along the strand | Hole size agreed with the cord |
| Surface | Visual under good light; fingernail press for hardness | Approved sample surface |
| Cracks and chips | Visual and light flex of the strand | Zero tolerance on through-cracks, agreed limit on hairlines |
| Mold and moisture | Visual, smell, check desiccant and pouch seal | Clean, dry lot |
| Scent | Cold, warmed, against the retained reference | Reference bead from the approved batch |
| Findings | Material marks, plating, clasp function | Material declaration |
| Packing and labels | Count, pouch, desiccant, box, carton marks | Order and packing list |
The acceptance limits for hairline cracks and minor color variation belong in the order. A reasonable approach is to define critical defects (through-cracks, mold, wrong material), major defects (off-size beads, off-center holes in visible places) and minor defects (small tone variation), then agree how many of each are acceptable in a sample. No numeric limits are suggested here because they depend on the product and the market; set them with the desk before production.
Step by step on the day
- Count and carton check. Confirm total quantity, carton marks and the match with the packing list before opening anything.
- Random pull. Draw units from several cartons, not just the top layer. Mark the cartons you drew from.
- Visual first. Open pouches in a clean, bright area. Look at color, surface, strand hang and finishing.
- Measure. Diameter, weight and hole tests on the drawn units.
- Scent last. Smell after the measurements, once the beads have rested open for ten minutes. Compare with the reference bead, cold and warmed.
- Findings and function. Check clasps, stretch of cords, spacer fit and plating.
- Repack and record. Reseal with fresh desiccant, photograph, and write the result on the report.
Common defects and what they mean
- Hairline cracks. Usually fast or uneven drying. A few on large beads may be acceptable if the limit is agreed; many mean the lot was rushed.
- Dark or fuzzy spots. Mold from damp storage or packing before the beads were dry. This is a critical defect and the lot should be held.
- Mixed shades. Natural variation from the powders. Acceptable within the range of the sample, but check against the reference.
- Weak scent. Can reflect a thinner formula, too-early packing or a different dough lot. Compare with the reference and ask for the formula version.
- Strong scent on the outside only. Possible surface oil. Cut a spare bead and smell the inside.
- Off-center holes. Cosmetic on slim strands but obvious on large beads and on pieces with silver spacers.
- Loose or tarnished findings. Check the material declaration and ask for the plating specification.
Documents to check alongside the goods
Quality is more than what you can see. Before release, ask for the documents that the destination needs: an ingredient declaration, CITES export documentation for agarwood lots, origin statements for sandalwood, and, for pieces with metal findings, a material declaration and any test report agreed in the order. Check that names, quantities and lot numbers on documents match the cartons. Requirements for the EU and the US differ, and the broker should confirm them; see compliance and certifications.
Handling a failed inspection
A failed check is information, not a dispute. Photograph the defect with a ruler in the frame, classify it, count how many units in the sample are affected and send the record to the desk the same day. Then decide between three routes. Sorting works when the defect is cosmetic and the affected units are easy to identify, such as off-size beads on a few strands. Rework works when the cause is fixable without damaging the product, for example restringing with the correct cord or replacing findings. Remake is needed when the cause sits in the beads themselves, as with mold or widespread cracking, and it carries the full drying time again. Agree in advance who bears the cost of each route and the revised delivery date, and re-inspect the corrected lot with the same plan. Keeping the process calm and written avoids the delays that come from disagreement over what was agreed.
Who inspects, and when
There are three common models. The workshop does an internal check and sends photos; the desk performs or arranges a check before dispatch; or an independent inspector hired by the buyer visits. For small lots the first two are usually enough. For larger lots, new workshops and agarwood programs, a third-party inspector adds an independent view. In every case the inspector should work from the same sample sheet, retained reference and acceptance limits, written before production starts. Inspect after the lot is fully packed but before the cartons are sealed, so that findings can be fixed without unpacking twice.
A short inspection report should include date, location, quantity inspected, defects found by class, photos of each check, the scent comparison with the reference, packing condition and a clear release or hold decision. Keep the report with the order file; it is also the baseline if a complaint arises after delivery.
Packing and storage before dispatch
After inspection, the risk moves to the packing and the wait. Goods that are inspected and then left in a damp warehouse for two weeks can fail on arrival. Ask how long the lot will wait, how it is stored and whether the desiccant is replaced after inspection. Packaging notes are in packaging incense beads for export. To request an inspection plan for your order, send a brief through the quote form.