Expert Corner – Cosmetics 17/06/2025

Procedure for handling when processed products do not meet production standards

In OEM/ODM manufacturing, the situation of unsatisfactory products is a situation that can occur even with strict quality control processes. In that case, timely, accurate and effective handling of defective products not only helps protect brand reputation but also minimizes losses and improves output product quality. In this article, THT Vietnam will present in detail […]

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1. Classify and evaluate the level of product defects

When detecting a product that does not meet requirements, the first thing a business needs to do is classify and evaluate the level of error based on the established quality standards. Normally, product errors are divided into three main levels, each level has different characteristics and handling methods.

Low-level product defects : are defects that do not affect the overall function or appearance of the product. Usually, these defects are difficult for customers to detect.
Major product defects: are defects that can directly affect the function or appearance of the product, making it easy for customers to detect during use. When encountering these defects, customers will often have feedback, complaints or requests to return the product.
Critical product defects: are the highest level of defects that can seriously affect the function, appearance or even the safety of the user. These defects not only cause product recalls but can also lead to serious legal problems for the business.

Classifying errors clearly and accurately will help businesses determine the appropriate handling method for each case, thereby improving quality control efficiency and protecting customer rights.

2. Isolate and record defective goods

After correctly classifying the defective products, the next extremely important step is to immediately isolate these products from the standard products. This is to avoid confusion or accidentally releasing defective products to the market, affecting the reputation and quality of the brand.

At the same time, businesses need to create detailed records of each error, including the number of defective products, the time of detection and the related production batch. This record not only helps to monitor the error status but also serves as a basis for analyzing the cause and promptly reporting to responsible departments, thereby taking effective measures to handle and prevent recurrence.

3. Analyze the cause of the error

Analyzing the cause of a product defect is a key step for businesses to prevent future errors. Common causes often include:

Using substandard input materials
Errors in manufacturing or inspection processes
Damage to equipment and machinery
Staff not following the correct procedures or lacking the necessary skills
Environmental factors or improper storage

The analysis process needs to be done thoroughly and methodically, and quality management tools can be applied to find the root cause of the problem, thereby providing the most accurate and effective solutions.

4. Propose solutions to handle defective goods

Based on the error level and cause, the business will decide on the appropriate solution:

Repair: Applicable to minor defects or defects that can be corrected without affecting the overall quality. The repair process requires detailed instructions, close supervision and inspection.
Special use: In some special cases, defective products may be accepted for use if they do not affect customers and comply with regulations.
Destruction: Applicable to serious errors that cannot be repaired or affect user safety, to avoid legal risks and protect the brand.

Each plan must be approved by the quality management department and fully documented.

5. Perform processing and recheck

After determining the appropriate treatment plan, the business needs to handle the defective goods seriously and according to the established process. For repaired products, quality inspection after repair is extremely necessary to ensure that the product meets standards and does not negatively affect customers and the market.

This testing process helps businesses ensure that the processed product retains its original quality and reliability, thereby protecting brand reputation and customer satisfaction.

6. Reporting and notification to relevant parties

The results of the processing of defective products should be reported in a detailed and transparent manner to relevant departments such as management, production, research and development (R&D), as well as customers if necessary. Timely and complete notification helps parties coordinate more effectively in improving the production process, thereby avoiding similar errors in the future.

At the same time, this coordination also contributes to maintaining and enhancing the brand reputation of the enterprise in an increasingly competitive market.

7. Improve processes and prevent recurring errors

The defect handling process is not just about fixing but also an opportunity for continuous improvement to help:

Early detection and elimination of the cause of errors
Automate error checking and alerting
Training to improve awareness and skills for employees
Update and improve production process and quality control

Continuous improvement helps to reduce product defect rates, save costs and improve output quality.

Handling of substandard processed products is an important process to protect brand reputation and ensure customer benefits. Through the steps of classification, isolation, cause analysis, handling and continuous improvement, businesses can strictly control product quality, minimize risks and improve production efficiency. Applying a professional quality management system and modern technology will help optimize the process of handling defective products, contributing to building a sustainable brand and long-term development.

If you need advice on quality management solutions and handling of defective goods in OEM/ODM production, please contact THT Vietnam for detailed and effective support.