OEM/ODM Cooperation Process — Step-by-Step

Finding the right OEM/ODM partner is a strategic decision. A smooth cooperation depends on clear requirements, transparent timelines, and a shared quality standard. Below is a practical, step-by-step guide to the OEM/ODM process — from the first inquiry to large-scale shipments and after-sales support.

1. Initial Inquiry & NDA (Non-Disclosure Agreement)

What happens: The buyer sends product requirements (specs, target price, target markets, expected MOQ). The supplier responds with a preliminary capability check and usually signs an NDA before sharing detailed technical information or drawings.

Buyer tips：

• Provide clear brief: target retail price, certifications required (CE/FCC/RoHS), packaging needs.

• Include expected timeline and initial QTY.

Typical time： 1–3 business days for initial response and NDA.

2. Requirement Gathering & Quotation (RFQ → Quotation)

What happens: Supplier prepares a formal quotation including unit price (based on MOQ), sample fees, tooling/setup costs (if any), lead times, payment terms, and estimated shipping costs.

Buyer tips：

• Ask for price breaks at different order quantities.

• Confirm whether sample cost is refundable upon bulk order.

Typical time： 1–5 business days depending on complexity.

3. Sampling & Prototyping

What happens: Supplier builds functional or fully finished samples. Samples are sent to buyer for evaluation (appearance, functions, sound quality, packaging). Iterations may follow.

Buyer tips：

• Provide precise acceptance criteria (e.g., frequency range, battery life, volume levels).

• Use video calls for live demo and quicker feedback.

Typical time： 7–21 days per sample cycle (depends on complexity & custom parts).

4. Pre-Production & Confirmation (PP Sample / Pre-Series)

What happens: Once samples are approved, supplier produces a pre-production batch (small quantity) to confirm mass production parameters, packaging, manuals, barcodes and labeling. Buyer inspects and approves before mass run.

Buyer tips ：

• Conduct a pre-production inspection (photos, sample testing, or on-site audit).

• Lock in packaging artwork and user manual translations before PP run.

Typical time： 7–14 days for PP run and review.

5. Tooling, Molds & Mass Production Setup (if applicable)

What happens: For new housing or custom parts, tooling/molds are manufactured. This step may include pilot runs and process validation. Tooling costs are often invoiced upfront.

Buyer tips：

• Clarify ownership of molds (buyer or supplier) and amortization terms.

• Request tooling drawings and sample photos before mass production.

Typical time： 2–6 weeks (or more for complex tooling).

6. Mass Production & Quality Control (AQL & Testing)

What happens: Full production runs begin. QC procedures include in-line checks, functional testing, acoustic/sound testing, aging tests, and final AQL inspection. Third-party inspections (SGS, BV) are common.

Buyer tips：

• Agree on AQL level and test items before production (e.g., 1.5/2.5 AQL).

• Consider third-party inspection for first orders or large shipments.

Typical time ： Production lead time 2–8 weeks (depends on order size & season).

7. Packaging, Labeling & Documentation

What happens: Final products are packed according to agreed packaging (retail box, bulk pallet), labeled, and accompanied by user manuals, warranty cards, and compliance documents (COC, test reports).

Buyer tips ：

• Confirm HS codes and country-specific labeling requirements.

• Ask for packaging photos and box dimensions for logistics planning.

8. Shipping, Customs & Logistics

What happens: Supplier coordinates FCL/LCL or air shipments, provides commercial invoice, packing list, and certificate copies. Buyer arranges customs clearance or uses supplier’s freight forwarder.

Buyer tips ：

• Discuss Incoterms (FOB, EXW, CIF) and insurance responsibilities in advance.

• Plan lead time buffer for customs, especially for new product entries.

Typical time ： Sea freight 2–6 weeks (depends on route), air 3–10 days.

9. After-Sales Support, Warranty & Reorders

What happens: Supplier provides warranty services, replacement/repair for defective units, and assistance for technical queries. Reorder cycles and forecasts are negotiated for future production planning.

Buyer tips ：

• Agree on warranty terms (period, RMA process, who pays return shipping).

• Set up a reorder cadence and safety stock to avoid stockouts.

10. Continuous Improvement & Scale Up

What happens: Use post-order feedback and sales data to improve product iterations (firmware, sound tuning, packaging). Scale up production and explore product line extensions.

Buyer tips ：

• Share market feedback and returns data regularly.

• Negotiate improved pricing as order volume grows.