A supplier audit is an assessment of a supplier on site or based on documents. Before the first order it answers the key question: can this manufacturer deliver the required quality in the required volume on the agreed date – and under fair conditions?
Which types of audit are there?
System audit: how is quality management organised, are there clear processes and responsibilities?
Process audit: how is the specific product made, and where do defects arise?
Product audit: do finished parts meet the specification?
Social audit: working conditions, working hours, safety – increasingly important with supply chain due diligence
How a supplier audit works
Pre-selection: request a self-assessment, certificates and references
Preparation: clarify product requirements, volumes and deadlines, agree on the checklist
Site visit: walk through goods receipt, production, testing areas and the warehouse
Interviews: with management, quality staff and – where possible – production workers
Assessment: document and weight any deviations
Actions: agree improvements, set deadlines and follow up
Supplier audit checklist
Company and capacity
Year founded, ownership, own production or trading company?
Machinery, shift operation and free capacity for your volume
Experience with customers in the EU and with comparable products
Quality
Certificates such as ISO 9001 – valid and for the right site?
Incoming inspection of raw materials and purchased parts
Checks during production and before packing, with records
Handling of complaints and root causes
Product and labelling
Samples match the specification, deviations are documented
Test reports for materials and safety in the target market
Labelling and packaging according to EU rules, e.g. the General Product Safety Regulation
Social and environmental responsibility
Working hours, wages, health and safety, fire safety
Social audits such as amfori BSCI or SMETA – date and result
Handling of chemicals and waste
Delivery capability
On-time delivery to existing customers
Experience with export, packaging for sea freight and customs documents
Communication: fixed contact person, response time, English skills
Signs of a weak audit
An audit is only as good as its preparation. Typical warning signs: the tour only covers prepared areas, certificates belong to another site, or the production you see does not match the stated capacity. Then a second, unannounced visit or an independent inspection is worth it.
