How to Handle Acceptance and Quality Claims After Imported Rubber Arrives at the Factory?
Receiving and Acceptance
When signing the POD, record the arrival date, container number, seal number, appearance, package count, and any abnormalities; quantity, specification, appearance, and quality acceptance shall be performed according to the contract and production requirements.
Acceptance shall be based primarily on the mill COA and packing list accompanying the cargo; any abnormal batch must be immediately physically segregated and withheld from production to prevent loss escalation and ambiguous liability.
Claim Window Management
The claim window starts from the POD date; internally, establish a countdown and assign a responsible person; complete the preliminary assessment early in the window to allow time for third-party inspection and negotiation.
Major quality claims should be referred to a mutually recognized independent inspection body (such as SGS, Bureau Veritas, etc.) for sampling and certification; seal the samples, document the sampling process, and take photographs.
Claim Documentation Package
At minimum, this includes: contract, COA, bill of lading, packing list, POD, photos of abnormalities, production/inspection records, third-party report, loss calculation, and email correspondence.
In a multi-tier trade chain, quality claims are passed along the contractual chain: end-user asserts, intermediary relays, supplier handles, and chain coordinator follows up—all parties' roles must be clearly defined in the contract in advance to avoid buck-passing when abnormalities occur.
Sources & Further Reading
- RIOMI 橡胶业务编辑与项目经验（2026-10 编审）