To get one shade and one calibre per design, write it into the purchase order as a condition, then check the codes on the boxes during packing and again at loading. Wording alone is not enough, and a check only at destination is too late.
Shade and calibre vary between production runs, which is normal. The aim is not to stop variation but to keep each design in your container from a single group. Our guides on shade variation and shade versus batch numbers explain the codes.
Wording for the purchase order
Put the requirement in plain terms that leave no room for argument. Clauses like these work:
- Each design shall be supplied in one shade, one calibre and one batch only, as printed on the carton.
- The shade and calibre codes for each design shall be confirmed in writing before loading.
- Boxes of any other shade, calibre or batch shall not be loaded without the buyer's written approval.
- Where one shade cannot fill the ordered quantity, the seller shall inform the buyer before loading and offer options.
- The packing list shall show design, grade, shade, calibre, batch and number of boxes for each line.
Show the codes on paper
That last clause matters. If the packing list shows the codes, any mix is visible on paper before the goods arrive.
Plan for shortfalls
Sometimes a run produces less of one shade than you ordered. Decide in advance what you prefer. You might accept a smaller quantity, wait for another run, or accept a second shade packed and marked separately so it can go to a different project.
Whatever you choose, it should be your decision, made before loading. The common complaint is finding a second shade at destination with no warning. Our article on avoiding mixed grades in a tile shipment covers the same problem for grade.
Checks during packing and loading
- During packing, check a sample of boxes from each design for shade, calibre and batch codes.
- Lay out tiles from boxes on different pallets of the same design and check that they match by eye.
- Measure a few tiles from different pallets to confirm the calibre is consistent.
- At loading, check the codes on every pallet label against the packing list as it goes into the container.
- Photograph the pallet labels and the loaded container before the seal is fixed.
Stop it before the seal
Loading is the last point where a mix can be stopped cheaply. Once the container is sealed, a problem becomes a claim.
Repeat orders
The same shade is hard to match across orders made months apart. If you need continuity for a project, order enough in one run, or keep spare stock from the same batch. Ask the factory how long it keeps stock of each batch before you rely on a reorder.
Next step
We check shade, calibre and batch codes during packing and supervise loading against the packing list. To set this up for your order, book a free sourcing review.