Quality Inspection SOP

# Quality Inspection SOP

## Purpose
Use at key stages of production or service delivery to maintain quality standards and catch defects before they reach the client.

## When to Use
A quality inspection procedure with defined checkpoints, acceptable tolerance ranges, documentation requirements, and non-conformance handling steps.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (Airtable or Asana)

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## Quality Inspection Standard Operating Procedure

### 1. Purpose and Scope
This SOP defines the standard procedure for conducting quality inspections at key stages of production or service delivery. It ensures that all outputs meet defined quality standards before progressing to the next stage or being delivered to the client. This procedure applies to all products, project deliverables, and service outputs where quality checkpoints have been established.

### 2. Roles and Responsibilities
- **Quality Inspector:** Conducts inspections, documents findings, and determines pass/fail outcomes. Must not have produced the item being inspected (independence requirement).
- **Production/Project Lead:** Ensures work is ready for inspection and addresses any non-conformances identified.
- **Quality Manager (or Operations Manager):** Oversees the quality system, reviews non-conformance trends, and approves corrective actions.

### 3. Prerequisites
- Quality inspection checklist for the specific product or deliverable type (maintained in Airtable)
- Calibrated measuring instruments (if applicable)
- Access to specifications, drawings, or project brief
- Non-conformance report (NCR) template available in Notion

### 4. Inspection Stages

| Stage | When | What to Check |
|-------|------|---------------|
| Incoming | Raw materials or components received | Quantity, condition, specification match |
| In-Process | At defined milestones during production | Dimensions, workmanship, compliance with spec |
| Pre-Delivery | Before handover to client | Full specification review, functionality, finish |
| Post-Delivery | After installation or deployment | Performance, client acceptance, defect-free |

### 5. Procedure

**Step 1: Receive Inspection Request**
The Production or Project Lead submits the work for inspection by updating the status to "Ready for QC" in Asana and notifying the Quality Inspector via Slack. Include: item description, specification reference, quantity, and any known issues.

**Step 2: Prepare for Inspection**
The Quality Inspector retrieves the relevant inspection checklist from Airtable, reviews the specification or project brief, and gathers any required tools or measuring instruments. Ensure the inspection area has adequate lighting and workspace.

**Step 3: Conduct the Inspection**
Work through the inspection checklist systematically. For each checkpoint:
- Record the measurement or observation
- Compare against the acceptable tolerance or standard
- Mark as Pass, Fail, or Observation (minor imperfection within tolerance)
- Take photographs of any defects or items of concern

**Step 4: Classify Findings**
Categorise each finding:
- **Critical:** Safety risk, regulatory non-compliance, or renders the product unusable. Requires immediate stop and correction.
- **Major:** Does not meet specification and will be noticeable to the client. Must be corrected before delivery.
- **Minor:** Within tolerance but worth noting for continuous improvement. May proceed with documentation.
- **Observation:** Cosmetic or process improvement suggestion. No correction required.

**Step 5: Record Results**
Enter all inspection results in the Airtable quality tracker. Include: date, inspector name, item reference, checklist results, photographs, and overall pass/fail determination. The record must be completed before the item moves to the next stage.

**Step 6: Handle Non-Conformances**
For any Critical or Major finding:
1. Create a Non-Conformance Report (NCR) in Notion
2. Quarantine the non-conforming item (physically or digitally)
3. Notify the Production Lead and Quality Manager
4. Determine the disposition: Rework, Repair, Use-as-is (with approval), or Scrap
5. Track the corrective action to completion in Asana

**Step 7: Release or Reject**
If all checkpoints pass (or only Minor/Observation findings), mark the item as "QC Passed" in Asana and Airtable. If Critical or Major findings exist, mark as "QC Failed" and return to the Production Lead with the NCR and required corrective actions.

**Step 8: Verify Corrective Actions**
After rework or correction, the Quality Inspector re-inspects the specific failed checkpoints. If the corrective action is satisfactory, update the NCR status to "Closed" and release the item. If it fails again, escalate to the Quality Manager.

### 6. Quality Checks on This Process
- Inspection checklists reviewed and updated quarterly
- Inspector independence verified (no self-inspection)
- NCR closure rate tracked monthly (target: 95% within 5 business days)
- Trend analysis of non-conformances presented to management quarterly

### 7. Revision History
| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0 | [Date] | [Author] | Initial release |

### 8. Related Documents
- Product Specification Documents
- Inspection Checklist Templates (Airtable)
- Non-Conformance Report Template (Notion)
- Corrective Action Procedure
- Calibration Register

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**Complexity:** intermediate | **Setup time:** 20 minutes | **Tools:** Airtable, Asana, Notion