1. Factory Selection and Evaluation Criteria
Choosing a high-quality diaper manufacturer is the first critical step. Start by verifying certifications: the factory should hold ISO 9001 Quality Management System certification and pass relevant safety tests such as CE, REACH, and Dermatest. Refer to China’s GB/T 28004 national standards for diapers (updated in 2022). Assess production capabilities: number of automated lines, annual capacity (ideally in the hundreds of millions), and R&D strength. Evaluate the quality control system and technical expertise—check whether the factory has full traceability, product testing protocols, and in-house R&D for diaper technologies. Conduct on-site audits and product testing, including physical inspection of facilities and lab tests for absorption and rewetting.
-
Risk control: Sign NDAs to protect IP. Avoid factories that outsource or misrepresent capacity. Prefer long-term partners with third-party certifications (CMA/CNAS lab credentials).
2. OEM Customization Process
The OEM workflow typically includes requirement submission, sample development, order confirmation, production, and shipment. Based on industry practices, the process starts when the buyer submits specifications (e.g. size, absorption rate, skin-friendliness) and requests free samples. The factory develops customized products using selected SAP absorbents, pulp ratios, and materials. Upon sample approval, both sides finalize packaging, logo design, and multilingual labeling (e.g. English, French, Chinese).
A Proforma Invoice (PI) is issued outlining pricing, MOQ, and payment terms. The buyer pays a deposit, and production begins. After final inspection, the balance is paid and goods are shipped.
-
Professional tip: Confirm packaging designs early to avoid delays and extra costs. If buyers lack design capacity, connect them with qualified graphic designers.
3. Quality Control and Third-Party Inspection
Establish a robust internal quality control system: inspect raw materials upon arrival (e.g. SAP purity, film quality), apply in-line checks (such as auto rejection of defects), and conduct final AQL sampling (checking appearance and absorption). Keep inspection records and retain samples. Use independent third-party labs for pre-shipment inspection.
The process typically involves filling out an application, sending samples, receiving draft reports, and confirming final reports. Common tests include absorption performance, moisture content, pH level, toxicity, and microbial testing, ensuring compliance with destination market standards.
-
Risk control: Work only with CMA/CNAS-certified labs. Prevent key production variations (e.g. dosage, absorbency) that cause defects. Prepare backup plans for quality issues (e.g. replacements or refunds).
4. Certification and Regulatory Compliance
For Europe: While baby diapers are not CE-mandatory, CE marking shows conformity with safety, health, and environmental standards. Factories should also have ISO 9001. Ensure compliance with EU REACH (substance restrictions) and consider Dermatest certification to prove skin-friendliness, increasing consumer trust.
For Southeast Asia: Most countries lack unified diaper standards but emphasize hygiene and safety. For example, in Indonesia, diapers fall under PKRT and must be registered with the Ministry of Health before import. Other markets (e.g. Malaysia, Thailand, Vietnam) may require ingredient declarations, local-language labels, and regulatory compliance declarations.
-
Tip: Prepare declarations of conformity (e.g. REACH reports, Free Sales Certificates) in advance. Assist factories with arranging ISO/EN/Dermatest testing if needed.
5. Cost Control Strategy
MOQ negotiation: Confirm minimum order requirements and strike a balance between order size and inventory cost. Use volume-based pricing where possible.
Unit price bargaining: Compare multiple factories, understand raw material cost drivers (e.g. fluff pulp, SAP), and negotiate transparent all-in pricing (including packaging and local transport).
Payment terms: Typical terms are 30% deposit, 70% before shipment. Alternatives include L/Cs for large orders. Consider installment payments or open account options to ease cash flow.
-
Risk control: Use foreign currency terms (USD/EUR) to manage FX risk. Avoid full prepayment unless the supplier is highly reliable.
6. Logistics and Transport Options
Choose transport mode based on destination and urgency:
-
Sea freight: Lowest cost, suitable for bulk shipments, longest lead time.
-
Rail freight (e.g. China-Europe rail): Ideal for Europe; 15–20 days transit—2/3 faster than sea freight but only ~1/5 the cost of air.
-
Air freight: Fastest, suitable only for urgent small shipments due to high cost and diaper volume.
Shipments may start via truck or intermodal transport to ports like Shanghai, Ningbo, or Guangzhou, or to rail hubs like Zhengzhou or Wuhan. Use FOB factory, FOB port, or EXW terms based on convenience. -
Risk control: Watch for peak-season rate spikes and delays. Book space early and consider bonded warehouse solutions. Purchase shipping insurance for damage/loss protection.
7. Export Declaration and Customs Clearance
Prepare full documentation for export: Commercial Invoice, Packing List, Certificate of Origin (e.g. Form E for ASEAN to claim tariff benefits), and Free Sales Certificate (for import registration). Use correct HS code (typically 961900 for diapers).
For clearance, comply with destination country requirements:
-
EU: Packaging labels and declaration of conformity.
-
Indonesia: Must register with Ministry of Health and obtain approval number.
-
Vietnam/Thailand: May require Quality Conformance Certificates.
Ensure labels meet local language and content standards. -
Risk control: Incorrect documentation or HS code may cause delays or fines. Monitor policy updates and adjust accordingly.
8. Delivery and After-Sales Support
Coordinate order fulfillment as per contract: provide inspection reports and shipping details, and assist with customs clearance and delivery.
Offer after-sales support: assign account managers to follow up on product receipt, performance, and client feedback. Address quality complaints swiftly through agreed-upon replacement or refund policies. Include multi-language manuals and warranty statements to enhance trust. Conduct periodic check-ins to build long-term partnerships.
-
Tip: For large clients, consider bonded warehouses or split shipments to ensure flexibility. Use purchase insurance or performance bonds to ensure contract security.
