ORDER FOLLOW-UP · October 8, 2026
Tooling and Mould Handover in China: Build a Transfer Record
A useful tooling handover record identifies exactly what moves, its observed condition, who releases and receives it, and which checks remain open. Keep physical custody, production acceptance and contractual ownership as separate questions.
Agree the transfer scope before collection
Identify the releasing factory, receiving factory, authorized contacts, collection location and intended delivery date. Record the agreed release conditions, packing responsibilities, transport arrangements and any unresolved commercial items. Do not treat an informal pickup instruction as resolution of a contractual dispute.
List each mould or tool by its unique identifier, part number, revision and intended product. Add detachable inserts, fixtures, gauges, spares and other accessories as separate items. Record any drawings, maintenance records or settings that are agreed to accompany the transfer, and who is authorized to receive them.
Document condition and handling requirements
Take dated photographs showing identifiers and visible condition before packing. Record reported damage, corrosion, wear, missing parts and any inspection limits. A visual check cannot establish the condition of every internal feature. Use qualified personnel for technical checks and safe handling.
Obtain the actual weight, dimensions and handling instructions needed by the transport provider. Agree suitable packing, protection and lifting arrangements with the responsible specialists. Identify the packages and attach a contents list so the receiving team can reconcile the shipment.
Example: reconcile a mould and its accessories
Illustrative example: the transfer list includes mould M-204 revision C, four removable inserts and one fixture. At collection, the team records the mould and fixture but finds only three inserts. Mark one insert outstanding and document the parties’ agreed next step instead of signing an unqualified complete-set receipt.
At delivery, verify the package identifiers and actual contents again. If all listed packages arrive but the fourth insert remains missing, the original exception is still open. Do not confuse complete package delivery with receipt of a complete tooling set.
Use separate release, receipt and trial records
At release, record the date, items, quantities, visible condition, exceptions and the identities of the people signing. At receipt, repeat the reconciliation and document any new discrepancy. Keep transport references and photographs linked to the same transfer identifier.
Agree separately whether the receiving factory must complete a setup check or trial run, what samples or measurements are required, and who accepts the results. Receipt can confirm custody while trial acceptance remains pending. Avoid wording that accidentally represents an unperformed technical inspection as complete.
Resolve ownership and close the open items
A handover record documents observations and agreed actions; it does not by itself determine legal ownership or the right to use a design. Review the applicable agreements and obtain appropriate advice where rights, release conditions or disputes are unclear. This checklist makes no legal determination.
Maintain an exception list with each missing item, corrective action, owner and review date. Close it only against evidence of delivery or an expressly agreed resolution. Preserve the signed records, technical findings and final decision together before updating the production schedule.
Continue your buyer checks
Production specification changes →