On this page
Report the affected panels and agree a resolution
A useful panel quality report identifies the material, states the ordered requirement, records the observed difference and counts the affected scope. Attach the original photographs and readings, then agree the next check, responsible contact and action for each quantity.
Use the incoming-inspection checklist for routine receipt. This guide handles a discrepancy found at arrival or during processing, through recheck and closure.
Discuss a panel issueHow do you write a clear plywood quality complaint?
Use four parts: identify the material, state the agreed requirement, describe the observed difference, and request a specific review. Attach the purchase schedule or drawing revision so everyone can compare the same item. The supplier should be able to locate the material and understand the concern without reconstructing the order from separate conversations.
Start with the observation you can show. “The visible face has a split at location F2” is useful when it is accompanied by a sheet reference and a scale photograph. “The whole shipment is defective” leaves the inspection scope, requirement and next action unclear.
Scroll horizontally to compare all columns.
| Concern | Record beside the requirement | Useful follow-up |
|---|---|---|
| Thickness, size or flatness | Nominal specification, written limits, actual readings, units, locations, support and measurement conditions. | Compare methods and agree a repeat check on identified pieces. |
| Face appearance or finish | Face/back designation, retained appearance reference, viewing conditions, finish stage and numbered photographs. | Review the same face and the agreed appearance criteria. |
| Core gap or layer separation | Original sheet, exposed edge or cut location, layer concerned, dimensions of the observed feature and processing history. | Identify the feature and agree specimen locations and any testing. |
| Wetting or handling damage | Packing and bundle labels, arrival photographs, affected positions, storage history and when the condition was first seen. | Preserve the condition and review handling and exposure records. |
| Wrong identity or quantity | Item schedule, packing list, labels, counted sheets and any product or finish mismatch. | Reconcile physical material with the order before release. |
For exposed plywood edges, use the core-gap and bond-separation guide to describe the feature. Record appearance, dimensions and any bond concern in separate fields. See describing core gaps and bond separation.
Identify the material and describe what you found
Identify order, item, lot, pack and sheet or cut part. State the requirement and actual result together: for example, “P4 / B08 / sheet 6 / L2: upper limit 18.3 mm; measured 18.5 mm.” This reading is 0.2 mm above the example limit.
Retain every reading, its location and units, instrument and method, supports, material condition and date. Use the measurement guide to compare methods. Treat a suspected cause as a question to investigate, separately from the observed difference.
Put the requirement and reading side by side
Make photographs and measurements easy to follow
Use a small, numbered set of original images. Begin with the bundle identity, move to the whole sheet or component, then show the detail and measurement location. Include a scale where it helps. Keep the original files as well as any annotated copies so the reviewer can see both the condition and your explanation.
Scroll horizontally to compare all columns.
| Record | What to include | How to connect it |
|---|---|---|
| Label and packing | Readable item/batch/bundle label, pack position and relevant wrapping or damage. | Use the same bundle code in the report and packing-list extract. |
| Sheet or component overview | Face/back, orientation, temporary sheet ID and the location of the concern. | Mark F2, L2 or another location that also appears in the close-up. |
| Detail with scale | Feature in focus, suitable lighting, scale and an unobstructed view. | Caption the image with sheet, location, date and observed feature. |
| Measurement record | Readings, units, instrument/method, measuring position and relevant conditions. | Link reading M06 to the same sheet and location shown in the images. |
Use clear file names such as P4-B08-S06-L2-overview and P4-B08-S06-M06-reading. Mark the face and orientation. For colour or finish, photograph the reference sample in comparable lighting and keep it available for a physical comparison.
If photos leave questions, arrange a sample or joint inspection with the supplier. Agree which piece to retain and how to send it, and label any test results with the sample and method.
What should be kept if a defect appears after cutting?
If an issue appears after cutting, keep the parent sheet/pack, part and drawing references, cut location and relevant offcuts. Record the tool, operation and coating stage at which the observation appeared. Preserve the identified specimen before further machining or repair.
For moisture, flatness or finish concerns, attach the storage and measurement history. Agree the material and checks needed for the investigation before releasing the affected stock.
Count inspected, uninspected and held material separately
State the population being discussed: one item, one lot, one bundle or several identified packs. Record how many pieces were checked, how they were chosen, how many showed the recorded difference and how many remain uninspected. Preserve the individual results so the totals can be reconciled.
Held means material is waiting for a decision. List the affected sheets, the checks still needed and who can release them. The held quantity may include checked and unchecked sheets.
Count whole sheets and cut parts separately. Link each part to its source sheet, and record the sheets used and offcuts kept for review so the material is counted once.
Agree which additional sheets to check and what you need to learn about the affected item. The sampling and acceptance guide helps plan those checks before deciding how to handle the shipment.
Example: a dimensional difference found during receiving
Worked issue-report example: replace the quantities and limits with your order and inspection records.
An identified item contains 60 sheets. The first check covers 12 identified sheets: 3 exceed the written limit, 9 are within that one dimensional check, and 48 are uninspected. The buyer holds all 60 while the review and further checks are agreed.
Three of the twelve checked sheets differ from the requirement: 25% of the checked sample. Record the other 48 sheets as unchecked and agree further sampling before assessing the full 60-sheet item.
Scroll horizontally to compare all columns.
| Stage | Checked results | Uninspected balance | Disposition record |
|---|---|---|---|
| First check | 12 checked = 3 with the difference + 9 within this check. | 48 uninspected. 12 + 48 = 60. | 60 held. This overlaps the inspection categories. |
| Additional check | 24 more checked = 4 with the difference + 20 within this check. | 24 remain uninspected. | Keep the agreed hold unless a documented decision changes it. |
| Combined record | 36 checked = 7 with the difference + 29 within this check. | 36 + 24 = 60. Identify the 24 still pending. | Record the held identities separately from these totals. |
| Next review | Retain all 36 sheet results, locations and method details. | Agree the scope and method for the remaining material. | State the owner, agreed action and exact quantity covered. |
What this means for the order
The updated record is “7 differences in 36 checked sheets; 24 unchecked.” Of the checked sheets, 29 meet this dimensional requirement. Review any remaining checks before releasing them, and keep the 60-sheet hold status separate from the inspection count.
Keep the first record and add the second stage with its date and revision. This lets both teams distinguish new findings from a change to the counting basis.
Discuss the inspection recordUse the inspection record to move a panel issue forward.
The ECQA all-birch record shows why a PASS conclusion and individual observations belong in the same review: 80 workmanship checks, 0 critical, 0 major and 2 minor findings. The tables retain each finding and its inspection scope.
The record totals 5520 ordered, 5518 available and 2 unfinished panels. The two unfinished panels are production-status quantities; the two minor findings are inspection observations. Use the quantity handover for the order balance and final shipment.
Compare the observation with the ordered grade, physical reference and method. Keep the arrival record and selected sample file with the affected item.
Scroll horizontally to compare all columns.
| Check | What the report records | What to record for your material |
|---|---|---|
| 24 mm surface | Surface dirt · minor finding. | Identify the face, sheet and location; photograph the condition before any agreed cleaning. Keep the original images and the result of the agreed operation with the selected finish reference. |
| 30 mm surface | Remaining material not removed · minor finding. | Show the whole face and close-up with a scale and material ID. Agree any removal or finishing trial, then retain the outcome and the quantity covered by that action. |
| Workmanship scope | 23 / 20 / 37 panels checked at 21 / 24 / 30 mm; 80 in total. | State which item, lot and pieces your observation covers. Record your checked, affected and unchecked counts, with held/released identities separately. |
| Moisture scope | 2 panels per thickness; readings 6–10%; report criterion 5–14%; Pass. | Keep receiving readings with the instrument, method, positions and material conditions. Add arrival, storage or processing history relevant to the difference. |
Read the ECQA plywood inspection report · View the recorded findings and check scope
Review production quantities and inspection findings.
Scroll horizontally to compare all columns.
| Nominal item | Ordered | Available | Unfinished | Workmanship checked |
|---|---|---|---|---|
| 21 mm all-birch | 1596 | 1596 | 0 | 23 |
| 24 mm all-birch | 1376 | 1375 | 1 | 20 |
| 30 mm all-birch | 2548 | 2547 | 1 | 37 |
Carry one agreed action through to the closing record.
- Preserve the observation.
- Keep the order/item revision, lot and bundle label, numbered sheet or component, original photographs and individual readings. Identify the material held while the next check is discussed.
- Agree the next check.
- Name the pieces, method, appearance or dimensional requirement and the relevant handling/processing history. Retain the original results and add the follow-up findings with their scope.
- Record the practical arrangement.
- For an agreed cleaning, rework, replacement or return, write the exact items and quantities, operation, costs or freight arrangement, responsible contacts and planned dates.
- Close each affected quantity.
- Record the recheck or replacement receipt and each released, remaining-held or otherwise agreed quantity. Keep the outcome with the order; carry a changed construction or finish into the next selected item revision.
Start the follow-up with the affected panel.
| Material reference | Continue |
|---|---|
| 24 mm all-birch · 1250 × 2500 mm | Discuss my 24 mm panel issue |
| 30 mm all-birch · 1250 × 2500 mm | Discuss my 30 mm panel issue |
| 18 mm commercial · birch face / poplar core / BB/CC | Discuss my commercial panel issue |
| 21 mm all-birch · material and inspection file | Request the matching 21 mm panel file |
Send a compact review file to the supplier
For a CUZI order, email info@cuzicn.com with the order reference and affected item in the subject. Use your existing order conversation where practical. Attach the relevant requirement, packing-list extract, label photograph, overview/detail images, measurements and quantity record. A concise message with clearly named files is easier to review than several unconnected messages.
A message you can adapt
Order / item / batch / bundle / sheet or component: Agreed requirement, drawing or schedule and revision: Observed result, units, method and location: Quantity inspected / with the difference / uninspected: Quantity held and material identities / hold owner: Processing, handling and storage before the observation: Attached photographs, readings and original records: Review or next action requested / practical project need: Contact responsible for the review and follow-up:
Send the information you have and note any records to follow. Include the production or installation date you are working towards so the team can discuss priorities and next steps with you.
Use the form for the issue summary and email the supporting photos or files with the same order reference. Download the receiving worksheet for arrival checks and use the repeat-order record for agreed specification changes.
Keep these details with your inquiry
- Identity: order, item, batch, bundle and sheet/component.
- Requirement: specification, limit or appearance reference and revision.
- Observation: actual feature/readings, units, location and date.
- Method: equipment/calibration, setup, conditions and individual results.
- Scope: inspected, with the difference and uninspected counts; separate hold/release identities.
- History: arrival, storage and processing information relevant to the concern.
- Action: review request, owner, further checks and final disposition.
Review the relevant product guide alongside the selected item. For appearance questions, use the face/back grade purchase schedule; for changed measurements or inspection scope, keep the agreed methods with the order.
Choose the material below to carry its identity into the issue summary. You can edit the summary before sending.
Close the loop with an agreed action and recheck
Agree the action, exact item and quantity, responsible contact and date. Recheck the result before closing the issue. The table below records inspection, rework, replacement or return without losing the status of the remaining material.
CUZI’s 180-day warranty terms and order-agreed return policy apply. Record any agreed replacement, credit, return, costs and freight in writing. Email service replies are within 12 hours; a completed technical resolution follows the checks and action agreed for the issue.
Carry a changed specification into the repeat-order record after closure.
Scroll horizontally to compare all columns.
| Action | Agree before proceeding | Keep in the closing record |
|---|---|---|
| Further inspection or test | Material/specimen IDs, selection, method, criteria, test scope and reporting responsibility. | Individual results, dates and the quantity the decision covers. |
| Rework or alternative use | Proposed operation, component suitability, trial and approval responsibility. | Agreed process, recheck outcome and released/remaining quantities. |
| Replacement or return proposal | Exact items/quantities, collection or supply arrangements, packing and commercial agreement. | Written arrangement, material movements and receipt/recheck result. |
| Final disposition | Who authorizes use, continued hold or another agreed outcome for each identity. | Decision revision, owner/date and all quantities reconciled. |
Keep the action and its owner with the affected quantity
For apparent transit damage, retain arrival and carrier records and contact the party handling the shipment claim promptly. For a product difference, give CUZI the selected requirement and the matching observations. Where the cause is unresolved, record both sets of facts without assigning it in advance. A 180-day product warranty does not replace the transport contract’s notice requirements.
Close each issue with the agreed action, affected item/quantity, responsible contact and completion record. Carry accepted product changes into the next order revision; keep the original arrival record intact.
Questions buyers ask
Should I write the suspected cause in the report?
You can record it as a question for investigation. Keep it separate from verified observations and preserve the material identity, method, photographs and process history needed to examine it.
Can affected panels be processed while the issue is discussed?
Agree whether the affected panels should be used, reworked or returned before further processing. Cutting or finishing may change the condition being assessed. Keep identified specimens and give the workshop the agreed hold/release instruction.
What should I send first with a plywood quality complaint?
Start with the order/item reference, relevant requirement and revision, observation, inspected/affected/uninspected quantities and material held. Add a label image, overview/detail photographs and readings where applicable. Identify missing information and your requested next step.
Does three differences in twelve sheets mean a 25% shipment defect rate?
No. Three affected sheets out of twelve inspected is a result for that inspected sample, not an established shipment-wide defect rate. The result is 25% of the twelve sheets checked. Record the other sheets as unchecked, then agree any wider sampling needed to assess the shipment.
Can I add held sheets to the inspected and uninspected totals?
No. Held is a disposition and may overlap both inspected and uninspected material. Reconcile the inspection categories to the identified quantity, then record the held/released identities separately.
What if my thickness readings differ from the supplier’s?
Compare the two measuring methods, instruments, positions, supports and material conditions. Keep both sets of readings and agree a repeat check under the same conditions.
Will photographs alone establish a bond or strength result?
No. Photographs alone do not measure bond or bending strength. Use photographs to show the feature and its location. If bond or strength needs checking, agree a suitable specimen and test method for the material and component.
Does submitting the issue form confirm a replacement or refund?
No. Submitting a concern opens a warranty review; a replacement or refund follows the agreed resolution for the order. The form starts communication about your reported concern. The inspection scope, material disposition and any commercial arrangement still need agreement. Keep the agreed action and the quantity it covers in your order record.
How can a PASS inspection still record minor findings?
A PASS conclusion can include minor findings when they remain within the inspection plan’s acceptance criteria. The overall conclusion and individual observations describe the same inspection scope. Keep the 24 mm surface dirt and 30 mm remaining-material observations with the report, then compare your material with its selected appearance reference and agree the follow-up action for the identified pieces.
Are unfinished panels the same as panels with minor findings?
They are separate records. The ECQA quantity table lists production status, while the workmanship record lists inspection observations. Reconcile ordered, available and shipped quantities against the final packing list; keep affected and held identities with the quality follow-up.
Related guidance for measurements and order follow-up
NIST’s policy on metrological traceability explains calibration references and measurement uncertainty. Use it to agree how measurements are recorded, alongside the plywood limits in your order.
Continue with the linked CUZI measurement, sampling, storage and repeat-order guides for the relevant stage. Keep their practical checklists with the actual item requirements and the agreed review. A clear report connects purchasing and the workshop to the same material and next decision.
