Pre-Shipment Inspection Checklist: 12 Checks Before You Pay the Balance
A pre-shipment inspection is your last chance to find a problem while the goods, and your balance payment, are still in China. This is the checklist our inspectors work through on site. Use it to brief any inspector — or to check that the report you receive actually covered it.
Before the inspection day
1. Production is really finished
Book the inspection when production is 100% complete and at least 80% packed. Confirm with the factory the day before. The most common wasted inspection day is goods that are "ready" on the phone and half-made on the floor.
2. The inspector has your spec
Send the purchase order, the approved sample or photos of it, drawings, colours, labels, packing instructions and any test you need. An inspector can only check against what you give them.
3. You've agreed the AQL level
Most inspections use ANSI/ASQ Z1.4 (ISO 2859-1) sampling at General Inspection Level II. A common acceptance level is Major 2.5 and Minor 4.0, with zero critical defects allowed. Tighten it for safety-critical or premium goods.
On the inspection day
4. Quantity
Count finished and packed units against the order. A short quantity is easier to fix before the container than after.
5. Random sampling
The inspector picks the cartons, from different pallets and positions — not the factory. Samples handed over by the supplier prove nothing.
6. Workmanship and appearance
Scratches, dents, stains, loose threads, burrs, poor welding or finishing. Every defect is photographed and classed as critical, major or minor.
7. Function and safety
Switch it on, assemble it, open and close it, run it. For electrical goods, basic safety checks such as earth continuity and a hi-pot test where relevant.
8. Measurements and weight
Key dimensions and weights against the drawing or spec, with the tolerances you agreed.
9. Materials, colours and components
Compare against the approved sample. Silent material swaps — thinner steel, a cheaper plastic, a different battery — are one of the most common problems we find.
10. Labels, logos and markings
Product labels, rating plates, barcodes (scan them), country-of-origin marks, warnings and manuals in the right language for your market.
11. Packing and cartons
Inner and outer packaging, carton markings, carton dimensions and weight, and a carton drop test to see whether the goods survive shipping.
After the inspection
12. Read the report before you pay
A good report gives a clear pass, fail or pending result, the AQL counts, and photos of every defect. Only release the balance once you have read it. If it fails, you can ask for rework and a re-inspection, negotiate a discount, or hold the payment.
Don't forget the loading
Goods that pass inspection can still be swapped, short-shipped or badly stowed at loading. For larger orders, add container loading supervision ($200): cartons counted, loading photographed and the seal number recorded.
Book an on-site pre-shipment inspection
Our on-site pre-shipment inspection covers every point above at $268 per man-day, all-inclusive, with transport within Guangdong included and a photo report within 24 hours. Small order? An office sample check, where the factory ships samples to our Guangdong office, starts at $189.
Not sure whether you need an inspection or an audit? Read pre-shipment inspection vs factory audit.