Collect the item code, order and batch reference, photos, and a short account of use. Record where the problem appeared, such as a stitch line, a clip, a buckle or the adjustment range. Set aside affected stock when a report points to a possible safety concern.
Compare against the approved sample
Check the returned unit against the approved sample and the written specification. Look at material, dimensions, hardware and construction. Separate a one-off defect from a pattern across the same batch before deciding what to change.
Verify the correction
Document the change and review a revised sample. Agree what the next production check should measure, and keep photos and notes with the order so the decision can be traced later.