The confirmation process for custom machinery solutions involves four layers of verification: alignment of the requirements document (operating conditions/capacity/standards) → review of technical documents (drawings/component selection/renderings) → physical prototype verification (Factory Acceptance Test/FAT with actual materials) → written freeze (locking specifications via signatures and stamps). This creates a three-layer closed loop—documents, physical product, and signatures—preventing disputes arising from verbal confirmations.
I.
Alignment of Requirements Document
Operating parameters (materials/environment/shifts/site constraints); capacity standards (hourly output/precision/pass rate); deliverables list (main unit/accessories/spare parts/documentation); acceptance criteria (clearly measurable metrics)—the requirements document serves as the benchmark; the manufacturer’s proposal must be cross-checked against it item by item (KMS recommends consolidating this into a single document rather than scattered files).
II.
Review of Technical Documents
Technical drawings (DWG/STEP files for checking dimensions/structure); component selection list (brands and models for motors, systems, bearings, etc.); 3D renderings (visualization of appearance/layout); technical agreement (frozen specification version); certification list (CE/UL based on target markets)—technical documents must be reviewed item by item, with version numbers (V1/V2) marked for any changes to avoid confusion.
III. Physical Prototype Verification
Prototype fabrication (key functions); Machine testing with actual materials (FAT: using your real materials); Test data (reports on production capacity, precision, and energy consumption); Sample return (customer retains samples for comparison); Video recording (remote witnessing)—physical verification serves as the core evidence for confirming the solution (skipping prototyping for custom equipment is a gamble), with test data compared against promised performance metrics.
IV.
Formalizing Specifications (Freezing)
Signing the technical agreement (specifications, configuration, parameters); Incorporating acceptance criteria into the contract (FAT metrics + pass rate); Change clauses (specification changes = price/lead time adjustments); IP clauses (drawing ownership); First-article confirmation mechanism (re-verification before mass production)—once signed and finalized, specifications are not altered verbally;
any changes must follow a formal written process.
V. Key Confirmation Points for Overseas Buyers
First, Chinese-English bilingual confirmation forms (to prevent translation ambiguity); second, mandatory review of renderings (confirming appearance and layout first); third, FAT with actual materials (testing the machine using your materials); fourth, video witnessing (live-streamed remote testing);
fifth, payment upon signing (paying the deposit only after specifications are finalized)—placing an order only after completing the four-stage confirmation process (requirements, documentation, physical verification, and signing) reduces the risk of rework by 90%.
