How to Make a QC File?
What is the QC File for Garments?
QC file is something that starts from product development to shipment of the finished goods. QC file or production file or style file is required for the Quality, Production, Technical and Merchandising Departments, especially for the Quality Department to verify all quality parameters ensured in all stages of garment manufacturing. QC file is necessary to start the bulk production.
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| QC File |
In one word, the necessary supporting document needed to handle a full export order quality is the QC file.
A QC file is such an important part of garment manufacturing, a size set sample cannot be cut without approval from the buying house.
What documents do you need to make a complete QC file?
A complete QC file should include below essential items or documents:
1. Check List:
In the QC File checklist, you will find details about all the required information or instructions for the order. It has included all the related information in the particular order or style from Lab dips to shipment mood. Actually, this is the summary view of the order of the QC file.
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| QC File Checklist |
2. PP Sample (Latest Sample) comments:
It must have to include the updated PP sample Comments (Latest Sample) in the QC File.
Merchandisers have to be more careful to include updated sample comments
in the QC File. Suppose, Buyers sent PP sample ((Pre-Production sample) comments and later on they added new comments and asked to follow them
in the production. But if the Merchant is not aware enough to include additional comments in the QC file Production file or Style file then production people may not follow the latest comments or instructions. The Merchandiser is only the person who knows the new instructions because he is only communicating with the Buyer from a Buying house, Sourcing office, or Garment industry.
in the QC File. Suppose, Buyers sent PP sample ((Pre-Production sample) comments and later on they added new comments and asked to follow them
in the production. But if the Merchant is not aware enough to include additional comments in the QC file Production file or Style file then production people may not follow the latest comments or instructions. The Merchandiser is only the person who knows the new instructions because he is only communicating with the Buyer from a Buying house, Sourcing office, or Garment industry.
3. Tech Pack or Technical Sheet:
A technical pack (Tech Pack) is also known as a specification sheet, Simply put,
a Technical Pack (Tech Pack) is a blueprint of a final garment. A Tech Pack is a
bunch of documents created by designers to provide an explanation for their
design to a manufacturer to turn this information into a finished garment. It
contains all the technical specifications and design details to be used that make
the product unique. Especially, it is a tool used by designers and manufacturers
to communicate and product quality depends on this "Quality" of
communication.
The Tech pack is a dynamic document that needs to be updated after every product
change. Product designers and developers must continue to work with the
engineering package to deliver accurate product specifications to manufacturers.
By using the detailed Tech package, the designer and manufacturer are on the
same page.
The latest tech pack must be included in a QC file, if the buyer changes
the tech pack after the PP sample & asks to follow the same in bulk
production but the production people follow blindly the PP sample then a mistake
will happen.
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| Tech pack |
It contains the following important information and more:
a) Product Summary
b) Technical Drawing/design sketches
c) Measurements/spec sheet
d) Colors Pitching
e) Care Instructions
f) Art-work placement
g) Fabric specifications
h) Bill of Material
i) Material Images
j) Construction details
k) 3D Images and Assets
l) Comments and Feedback
m) Packing instructions
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4. Measurement Size Spec:
The term of measurements "size spec" is short for "size specifications".
This document or file is a guideline for garment factories to follow for
garment measurements and sewing techniques. The file contains garment
manufacturing specifications that help the factory produce the garment as per
the buyer's requirement. The specifications are intended as a list of instructions
for a garment factory to follow in order to maintain consistency during the bulk
production of clothing and fashion accessories.
To ensure that a finished garment will fit properly, it is important to take the
following body measurements, so that suppliers vendors, or production
people can determine what size they should make.
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| Measurement Spec |
5. How to measure:
It is important to create a standard how-to-measure guide on how to measure
each point. Each POM (point of measurement) should have a sketch or image
that shows exactly how to measure the specific point on the garment.
There are no such industry standards for garment measurements. Standard
measurements are derived from the body type. Yet, there are standard
measurements that people follow based on their body type. In general, people
follow different measurement standards in different parts of the world.
There are many ways to measure the same point, so it’s important to illustrate
what the standard is for buyer-specific brands. This is also important as the size
spec because if how to measure is not provided in the QC file then the
production garments will go out of tolerance due to misunderstanding of
the way of the measurement.
each point. Each POM (point of measurement) should have a sketch or image
that shows exactly how to measure the specific point on the garment.
There are no such industry standards for garment measurements. Standard
measurements are derived from the body type. Yet, there are standard
measurements that people follow based on their body type. In general, people
follow different measurement standards in different parts of the world.
what the standard is for buyer-specific brands. This is also important as the size
spec because if how to measure is not provided in the QC file then the
production garments will go out of tolerance due to misunderstanding of
the way of the measurement.
6. PO Sheet or Purchase Order Sheet:
The Purchase Order sheet is called a PO sheet. PO Sheet is the most important
a document commonly used in garment manufacturing to execute garment export
orders and shipments.
Basically, the PO sheet contains the information of confirmation of the buyer order.
To clarify some important manufacturing and technical issues buyer provides the
PO Sheet.
A purchase order (PO) sheet is necessary for every department of the Apparel
Industry. Without a PO sheet, you will not be able to know about your shipment
date, shipping destination, excess ship or short ship tolerance, and payment
term. For that PO sheet is such an important document of style confirmation.
Sometimes buyers update the PO Sheets with a new delivery date if asked for
an extension. But Merchandisers if not careful to check the quantity along with
the size ratio then big mistakes may wait until later. Because sometimes buyers
change the quantity or ratio without any prior notice. So QC File Production
file or Style File should be added with the correct and updated PO sheet.
a document commonly used in garment manufacturing to execute garment export
orders and shipments.
Basically, the PO sheet contains the information of confirmation of the buyer order.
To clarify some important manufacturing and technical issues buyer provides the
PO Sheet.
A purchase order (PO) sheet is necessary for every department of the Apparel
Industry. Without a PO sheet, you will not be able to know about your shipment
date, shipping destination, excess ship or short ship tolerance, and payment
term. For that PO sheet is such an important document of style confirmation.
Sometimes buyers update the PO Sheets with a new delivery date if asked for
an extension. But Merchandisers if not careful to check the quantity along with
the size ratio then big mistakes may wait until later. Because sometimes buyers
change the quantity or ratio without any prior notice. So QC File Production
file or Style File should be added with the correct and updated PO sheet.
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| PO Sheet |
The basic information included in the Purchase Order (PO) sheets are as below:
1) PO Number
2) Department Number
3) Style/Lot Number
4) Order Quantity
5) Shipment Date
6) Unit Cost
7) Total Cost of that PO
8) Factory / Supplier Name
9) Vendor Name
10) Shipping Address
11) Overseas Port reach Date
12) Sourcing Agent
13) Shipment Terms
14) LC Number
15) Fabric Supplier Name and Code
16) Fabric Content
17) Exit Country Port
18) Trims and Accessories cost
19) Product Category
20) Season
21) Description
22) Goods Description
23) Color Name
24) Color reference
25) Barcode Number
26) Size and colour-wise Order Quantity
27) Packing information
28) Transaction Policy
29) Payment Terms
30) Necessary Instruction
31) Terms and Conditions
32) Excess-ship Tolerance
33) Short-ship Tolerance
7. Fabric details and references for all kinds of fabric:
Approved fabric swatches of all colourways. QC File has to include every
different fabrication with different colours or quality fabric swatches.
There should be included shade bands of all colours in the QC file. it has also
mentioned which lots are accepted and which are not. If there is a contrast color
combination it should be mentioned in the QC file. Moreover, fabric swatch from
bulk has to be included in the QC file, so that production people will not be confused.
different fabrication with different colours or quality fabric swatches.
There should be included shade bands of all colours in the QC file. it has also
mentioned which lots are accepted and which are not. If there is a contrast color
combination it should be mentioned in the QC file. Moreover, fabric swatch from
bulk has to be included in the QC file, so that production people will not be confused.
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| Fabric Swatch |
8. Print Strike off/ embroidery strike off or artwork:
If applicable to the particular style you will find the approved print or embroidery
strike-off or artwork with size grading in the QC file. It would be more fruitful if the
artwork or strike-off included colour print in the QC File.
strike-off or artwork with size grading in the QC file. It would be more fruitful if the
artwork or strike-off included colour print in the QC File.
Windows 12 list of things to get
9. Test report:
Sometimes buyers selected some styles for tests like physical/mechanical,
Reach test, SSP test, etc. to do their nominated 3rd party. Those test reports
must be included in the QC File.
Reach test, SSP test, etc. to do their nominated 3rd party. Those test reports
must be included in the QC File.
Besides this, whatever the normal tests performed in the garment industries
internally like Shrinkage test, crocking test, Fabric weight test (GSM), etc. should
have been included in the QC File.
10. Barcode Verification sheet if required:
All the colours & sizes of readable barcode labels and stickers (barcode labels,
poly stickers, hangtag, carton stickers) are important to add to the QC file or
Production file or Style file with all the reference numbers that should have been
provided.
poly stickers, hangtag, carton stickers) are important to add to the QC file or
Production file or Style file with all the reference numbers that should have been
provided.
Some Buyers mentioned the specific Barcode verification format like EAN-13
and Code-128. So, it is important to include it in the QC file and QC will verify it
and match the EAN code with the PO Sheet.
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| Barcode verification photo |
11. Trim card:
The complete trim card is a short detail of the product or style. A trim card has all
items of accessories which items or accessories are used in that particular style.
Fabrics-trims for specific colour and style, specify what colour and code number
thread/zipper/label to use for specific styles and colours.
items of accessories which items or accessories are used in that particular style.
Fabrics-trims for specific colour and style, specify what colour and code number
thread/zipper/label to use for specific styles and colours.
A trim card helps Garments QC and the production team use the correct fabrics and
trims in every style what exact fabrics and trims want garments buyers.
The Trim card must contain an approved sample of trims such as buttons, lace,
sewing thread, main label, care label, zipper, hangtag, price tag, poly bag,
hanger, poly sticker, shipping mark sticker, etc.
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| Trims card |
12. PP sample:
PP sample or a pre-production sample is made as a part of the research and
development of production in garment factories prior to starting the bulk
production. This sample is made to learn about the style, functionality,
construction, machine requirements and production processes to be used to
make a quality product.
development of production in garment factories prior to starting the bulk
production. This sample is made to learn about the style, functionality,
construction, machine requirements and production processes to be used to
make a quality product.
As per buyer instruction, the PP sample is made with actual fabric, trims, and
accessories of the style before the bulk production and it must be sent to the Buyer
to get approval. Without buyer-approved PP samples, garment industries or
vendors could not start bulk production. By making PP samples apparel
industries can learn what all difficulties may come at the time of bulk production.
PP sample must be included in the QC file. If possible color wise PP sample must
provide in the QC file production file or style file. If any changes are required
in the production which is missing in the PP sample then the responsible or
The concerned merchant has to write comments on the sample on what is needed
to add or remove.
13. B2B or Online Packing List:
A packing list itemizes the contents of each package (box, pallets, etc) with
information about the shipment, including how it's packed, the dimensions,
description, quantity, and weight
information about the shipment, including how it's packed, the dimensions,
description, quantity, and weight
of the goods in each package. The packing list must be included in a carton or
package and it may be attached to the outside of the package with a copy inside.
Each packing list must refer to the shipment being shipped and the line item
totals must match the applicable commercial invoice.
package and it may be attached to the outside of the package with a copy inside.
Each packing list must refer to the shipment being shipped and the line item
totals must match the applicable commercial invoice.
Some buyers are using the B2B portal or online packing list. So they provide
the online packing list and it is included in the QC file so manufacturers can
follow that to make cartons.
Finally, A Complete QC file is mandatory to conduct a Final Random Inspection.
It is essential to check the inspected style’s details requirement of the Buyer.
Some of the Buyer’s Golden Rules are “No complete QC file, No Inspection”.
It is essential to check the inspected style’s details requirement of the Buyer.
Some of the Buyer’s Golden Rules are “No complete QC file, No Inspection”.
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