OEM Manufacturer Selection Checklist

A checklist of key points to verify when selecting a food or cosmetics OEM manufacturer. Select an industry to display industry-specific checklist items. Print it out for direct use.

Document Checklist

Common items to verify between the first meeting and contract signing, regardless of industry.

Basic Information

Company address, founding year, capital, and employee count are verifiable
Past transaction records and the manufacturer's major clients are publicly disclosed
Locations and facility scale of main factories are clearly stated
Presence of group/affiliated companies and their relationships are clear
Representative's name and organizational structure are clearly indicated

Manufacturing Capability

Monthly production lot range (minimum and maximum) is clearly stated
Prototype availability and lead time are clear
Standard lead times are provided
Difference in production capacity between peak and off-peak seasons is understood
Level of equipment automation and ratio of skilled workers are clear

Quality Control

Quality certifications held (HACCP, ISO 22716, GMP, etc.) are verifiable
Incoming, in-process, and shipping inspection systems are documented
Response flow when complaints occur is clear
Lot management and traceability are well established

Flexibility

Minimum quantity and cost for small-lot prototyping are clearly stated
Whether buyer-supplied raw materials are accepted
High degree of freedom for packaging and label changes
Extent to which specification changes after order placement can be accommodated
Whether ODM and formulation proposals can be supported

Communication

Fast response time from inquiry to first reply
Staff have high expertise and can answer technical questions
Progress reports and delivery schedule changes are communicated in advance
Willingness to accommodate online meetings and factory tours

Cost

Quote line items are clearly broken down (materials, processing, containers, others)
Unit price variation by lot size is clearly stated
Conditions under which additional fees occur are clear
Payment terms (deposit/balance ratio, payment cycle) are clearly stated

Factory Visit Checklist

During factory visits, verify aspects that documents alone cannot reveal — facility cleanliness, operational practices, and how on-site staff actually work.

Food Factory Visit Checklist

35 items total

Hygiene Management

6 items

A HACCP-based hygiene management plan is in operation
Allergen management system (28 designated raw materials) is in place
Foreign matter prevention measures (metal detectors, X-ray inspectors, etc.) are in place
Hygiene training for employees is conducted regularly
Cleaning and sanitation procedures (SOPs) are documented
Pest and rodent control measures are in place

Production Line

7 items

Number of production lines and products handled by each line are clear
Equipment is suitable for high-mix, low-volume production
Wide range of packaging formats supported (bags, bottles, retort, cans, etc.)
Line changeover times and cleaning validation are in operation
Production capacity figures (units/hour, etc.) are quantifiable
Presence of proprietary equipment or unique processes
Backup production system in case of disasters or disruptions

Raw Materials

5 items

Supplier information for main raw materials can be disclosed
Raw material specification sheets can be provided
Can accommodate origin/country-of-origin requirements (domestic-only, etc.)
Can propose raw material substitutions (from cost and stable-supply perspectives)
Allergen information is managed at the individual raw material level

Quality Inspection

6 items

Microbiological inspection items and frequency are clear
Physicochemical testing system (pH, Brix, water activity, etc.) in place
Sensory inspection procedures and panel structure
Relationship with third-party testing institutes (nutrient analysis, pesticide residues, etc.)
Per-lot Certificate of Analysis (CoA) can be issued
Retention period for inspection records and conditions for providing them are clear

Pest and Rodent Control

4 items

A pest and rodent control plan is documented
Regular inspections by a specialist contractor are conducted and recorded
Insect traps and bait stations are placed at appropriate locations
Entry points (openings, shutters) are properly managed

Waste Management

3 items

Waste segregation and designated storage areas are established
Contracts and records with waste disposal contractors are in place
Food residue management (e.g., feed conversion, composting) is supported

Employee Management

4 items

Frequency and content of hygiene training are documented
SOPs for handwashing, sanitization, and changing into work attire upon entry are in place
Records of health checkups and stool tests are retained
Rules prohibiting the carrying of foreign matter (hair, accessories) are strictly enforced

3-Company Comparison Sheet

Evaluate three candidate manufacturers using the same criteria to visualize their strengths and weaknesses and support your final decision.

5-Point Scoring Guide

Exceeds expectations

Meets expectations

Standard / acceptable

Somewhat insufficient

Does not meet requirements

Evaluation Item	Importance	Company A	Company B	Company C
Quality System	High	/5	/5	/5
Manufacturing Capability	High	/5	/5	/5
Cost	High	/5	/5	/5
Minimum Lot	Medium	/5	/5	/5
Flexibility	Medium	/5	/5	/5
Lead Time	Medium	/5	/5	/5
Communication	Medium	/5	/5	/5
Certifications	Medium	/5	/5	/5
Location	Low	/5	/5	/5
Company Stability	Low	/5	/5	/5
Total Score	-	/50	/50	/50

Tips for Setting Importance

Work backwards from your product concept and sales channels to identify non-negotiable conditions and mark them as High.
Beyond cost, prioritize items tied to long-term partnerships such as quality systems and on-time delivery.
Limit High-importance items to 3–5 to keep clear priorities and avoid indecisive evaluations.

How to Use This Checklist

Once you have shortlisted manufacturer candidates, print this checklist and fill it in during factory visits, document reviews, and meetings. We recommend weighting each item by importance and comparing candidates by their total scores.

Download Checklist as PDF

Download this checklist as a PDF to use during factory visits and partner evaluation.

Looking for an OEM manufacturing partner?

OEM JAPAN allows you to search and compare food and cosmetics OEM manufacturers for free. Many manufacturers offering small lot options are listed.

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