Pre-shipment inspection: what to check and how to read the report

Supply approved specifications, reference samples, packaging files and critical test requirements, with matching versions. State how appearance, dimensions, function, quantity and labels will be checked and accepted. High quality is not an inspection criterion on its own. Where specialist testing or market requirements apply, identify the work that must be carried out by appropriately qualified people or organisations instead of assuming a factory visit covers it.

Identify the order, batches, models, colours and quantities to be inspected. Confirm how much is complete and packed. If sampling is used, agree the selection method, sample quantity and decision rules in advance. Selecting only conveniently accessible units may leave parts of the batch unrepresented. Record goods that were unavailable or unfinished and checks restricted by the site conditions so the report's coverage remains clear.

Describe the observed issue with photographs, measurements, its location and the relevant product or carton identification. Record how many units were checked and how many showed the issue. Classify defects using the agreed criteria; refer unclear cases to the customer or appropriate technical decision-maker. For functional findings, include the tools, conditions and method so the factory can reproduce the issue and investigate it.

Rework, replacement, sorting, further testing or acceptance with conditions should follow the product requirements and the nature of the issue. Ask the factory to state the affected quantity, action and completion plan. The customer then confirms the proposed response and any further inspection. Identify treated goods so they are not confused with untreated stock. A statement that the issue is fixed is not a substitute for the agreed evidence.

A pre-shipment inspection records conditions observed at the inspection time and within the agreed scope. Sampling cannot establish that every unit is defect-free, and an appearance check does not replace material, durability or other specialist tests. Read the conclusion alongside the coverage, exceptions and unfinished work. A check that was not performed should be identified as not checked, rather than implied to have passed.

The inspector records findings; shipment approval follows the authority agreed for the order. Where issues remain, obtain the required correction, verification or acceptance decision before instructing the factory and transport provider to proceed. XUANHEYI can help arrange checks, document findings and follow corrective actions. Your designated approver confirms the acceptance criteria, any exceptions and the final decision to release the goods.