I’ve worked with buyers who chose suppliers based only on emails and price—and paid the price later with delays, defects, and disputes.
Yes — you can effectively evaluate Vietnamese suppliers remotely, but only if you use a structured approach that combines documentation, video audits, third-party inspections, and detailed follow-ups.
Here’s exactly how I do it step by step to protect my clients and ensure project success.
What documents prove supplier capability remotely?
A factory can say anything via email—but documents force them to show their real systems, machines, and past work.
To evaluate a Vietnamese supplier remotely, I always request certifications, machine lists, quality reports, and sample part documentation before I even consider a trial order.
Key Documents to Request and Why
| Document Type | Why It Matters |
|---|---|
| ISO 9001 / IATF 16949 Certificates | Confirms they follow a QMS (though you must verify use) |
| Machine Inventory List | Shows equipment type, brand, model, age, precision |
| Material Traceability Flowchart | Explains how they control batches, labels, origins |
| First Article Inspection Reports | Proves ability to meet dimensions, tolerances, finishes |
| Calibration Records | Ensures gauges and CMMs are accurate and in tolerance |
| In-House Lab Capability List | Tells you what testing they can do without outsourcing |
| Sample Photos & Reports | Lets you judge finish quality and actual output |
| Process Flow Diagrams | Reveals how parts move through machining or welding |
| Customer Reference List | Optional, but useful to verify export track record |
When reviewing, I confirm certificates with the issuing registrar using ISO’s official certificate database 1. For automotive suppliers, I also verify IATF 16949 status 2.
How to use video walk-throughs effectively?
I’ve done Zoom audits where the supplier only showed the best area—and ignored the toolroom where the real risk was hiding.
Video walk-throughs work, but only when you take control of the agenda, focus on critical areas, and ask smart questions during the call.
Key Areas to Include in Video Tours
| Section of Factory | What to Look For |
|---|---|
| Raw Material Storage | Check for labeling, rust prevention, FIFO, traceability |
| CNC / Machining Area | See machine brands, condition, tooling, setups |
| Welding / Stamping Zones | Check for jigs, weld sequence drawings, operator skills |
| QC Lab / Inspection Bench | Look for CMMs, gauge racks, inspection forms, calibration |
| Assembly / Packaging | Spot final inspection, labeling, cleanliness, packing method |
| Tool Room / Mold Storage | Ensure tooling is labeled, maintained, and organized |
| In-Process Quality Boards | Verify presence of SPC charts, nonconformity logs |
The ISO 19011 guidelines for auditing 3 can help structure your virtual audit questions. I also use video audit checklists from ASQ 4 to ensure no area is skipped.
Which sample inspections work at distance?
There’s no substitute for seeing and touching a part yourself—but I’ve learned how to compensate using sample inspections combined with third-party lab tests.
Before approving production, I require a First Article Inspection (FAI) sample, test reports, and close-up photos/videos of each critical feature.
Sample Evaluation Checklist (Remote)
| Inspection Step | Remote Method |
|---|---|
| Visual Surface Check | Request high-res photos with scale, multiple angles |
| Dimensional Accuracy | Ask for full inspection report + close-ups of caliper/CMM data |
| Surface Finish (Ra) | Get roughness tester screenshots, not just numbers |
| Tolerance Verification | Require per-feature tolerance confirmation and summary table |
| Plating / Coating Thickness | Send coating thickness report (e.g. XRF, magnetic) |
| Material Grade Confirmation | OES / spectrometer result from in-house or third-party lab |
| Function Fit Test (if possible) | Video of assembly or fitment with mating part |
Standards like AS9102 First Article Inspection 5 (common in aerospace) provide a good framework, even for general industrial sourcing.
How to conduct remote audits and follow-ups?
Many buyers skip audits when sourcing remotely. That’s a mistake.
I use structured checklists, regular video check-ins, document trails, and third-party verification to maintain supplier accountability—even from 9,000 miles away.
Remote Audit Framework
| Audit Step | Tools or Tactics |
|---|---|
| Pre-Audit Documentation Review | Supplier fills in capability sheet, sends docs/photos |
| Live Virtual Walkthrough | Guided Zoom call using shared checklist |
| Interview with QA & Production | Ask about rejection rate, rework flow, complaints |
| Scorecard with Weighted Criteria | Rate equipment, process control, communication, delivery |
| Trial Sample + FAI | Approve tooling and QC methods based on results |
| Third-Party PSI or IPQC | Local inspector verifies random samples + packaging |
| Regular Bi-Weekly Calls | Track milestones, risks, NCRs (non-conformance reports) |
| Shared Quality Dashboard (Excel) | Update defect counts, lead time variance, QA notes |
I often recommend hiring local inspection agencies like SGS or Intertek 6 to verify supplier claims and packaging before shipment.
Conclusion
Remote supplier evaluation works—if you do it systematically. Don’t rely on trust or pretty presentations. Use documents, videos, samples, third-party checks, and constant follow-up to verify every promise. That’s how I protect projects even when I can’t visit in person. For long-term assurance, align remote audits with ISO 28000 supply chain risk management 7 and NIST manufacturing best practices 8.
Footnotes
1. ISO certificate verification resource to confirm authenticity. ↩︎
2. IATF Global Oversight site to check automotive supplier certifications. ↩︎
3. ISO 19011 auditing guideline for remote or onsite audits. ↩︎
4. ASQ auditing resources and checklists for quality assessments. ↩︎
5. AS9102 First Article Inspection standard for dimensional verification. ↩︎
6. Intertek inspection services for supplier verification and pre-shipment checks. ↩︎
7. ISO 28000 supply chain risk management framework. ↩︎
8. NIST manufacturing resources for process and supplier evaluation. ↩︎
