Key takeaways
- Book the inspection when production is complete and at least 80% of the goods are packed.
- Agree the checklist, defect list and AQL in the purchase order, not on inspection day.
- Check packing and marking as carefully as the product. Carton failures cause as many claims as product defects.
- Compare against the signed golden sample and the drawing, never against the factory's memory.
- Tie the balance payment to a passed inspection report.
On this page8 sections
What a pre-shipment inspection is for
A pre-shipment inspection (PSI) is the last point where you can fix a problem cheaply. Once goods are loaded and the balance is paid, a defect becomes a claim, a return or a markdown.
The inspection answers one question: does this lot match the order? That means the right quantity, the right product to the approved standard, packed and marked the way you asked. It does not replace the factory’s own quality control, and it cannot inspect quality into a lot. It confirms, with evidence, whether the lot is ready to ship.
When to book it
Book the PSI when production is complete and at least 80% of the goods are packed in export cartons. This is the common industry rule, and it exists for two reasons. The inspector must be able to draw a random sample from the whole lot, and must see real export packing, cartons, marks and pallets.
Leave at least three to five working days between the inspection and the vessel cutoff, so a failed lot can be reworked and re-inspected. For larger or first orders, add an in-line inspection at 20 to 30% of production. It catches process problems while there is still time to correct them.
The checklist
Use this list as the backbone of your inspection protocol. The inspection checklist generator builds a product-specific version, with defects already classed as critical, major or minor.
| Area | What the inspector checks | Typical method |
|---|---|---|
| Quantity | Units produced and packed, cartons, assortment by SKU, size and colour | Count cartons; open sample cartons against the packing list |
| Packing | Inner packs, carton grade, dividers, fillers, pallet build and wrap | Visual check against packing specification |
| Shipping marks | Carton marks, labels, country of origin, handling symbols | Compare with your marking artwork |
| Workmanship | Visual defects on the product and retail packaging | AQL sample, General Inspection Level II |
| Product specification | Material, colour, finish, logo, accessories, manuals | Compare with the golden sample and the order |
| Measurements | Critical dimensions, product and carton weight, carton size | Calibrated gauges; special inspection level for small samples |
| Function | Assembly, fit, operation, closure, seal | Hands-on test on a sample |
| On-site tests | Carton drop, barcode scan, rub test, seam strength, moisture, electrical safety where relevant | Test on a small sample at a special level |
| Labelling and compliance | Care labels, warnings, rating labels, required marks | Compare with approved label artwork |
| Golden sample comparison | Colour, texture, feel, overall appearance | Side-by-side, under agreed light |
Packing is part of the product
Many claims start with the carton, not the product. Check carton board grade against the specification, carton dimensions and gross weight, and that cartons are not over- or under-filled. An on-site carton drop, with a few cartons dropped on a corner, three edges and six faces, tells you a lot about damage in transit. For a formal lab test, the ISTA 1A drop test planner sets the drop height by packaged weight. Carton dimensions also feed the CBM calculator and your freight booking.
Tests worth adding
Choose tests by risk. Textiles benefit from colour fastness to rubbing and seam slippage. Drinkware needs a leak test. Anything with a mains plug needs a hi-pot (dielectric strength) and earth continuity check. Wood and natural-fibre products need a moisture reading. The product test advisor suggests the lab and on-site tests for your category and market.
Setting the sampling plan
Workmanship is inspected on a random sample, not the whole lot. Most PSIs use ANSI/ASQ Z1.4 (or ISO 2859-1) at General Inspection Level II, with zero acceptance for critical defects, AQL 2.5 for major and AQL 4.0 for minor. Measurements and tests use smaller samples at special levels, because they take longer or destroy units.
For the full method, read AQL sampling explained, or get your exact plan from the AQL sampling planner.
Worked example: 3,500 insulated bottles
A UK brand ships 3,500 stainless vacuum-insulated bottles, 750 ml, in three colours, 24 per carton (146 cartons, the last one part-filled). Inspection is booked when all units are made and 3,024 (126 cartons) are packed.
| Check | Sample | Result |
|---|---|---|
| Quantity | All packed cartons counted; 13 opened | 3,500 made, 3,024 packed; assortment correct |
| Workmanship (Level II, code L) | 200 bottles | 0 critical; 4 major (dents); 9 minor (small print marks) |
| Accept / reject | Major AQL 2.5: Ac 10, Re 11. Minor AQL 4.0: Ac 14, Re 15 | Major pass, minor pass |
| Leak test (lid closed, inverted) | 32 bottles | 0 leaks |
| Heat retention spot check | 5 bottles | Within the approved sample’s result |
| Colour vs golden sample | 3 colours | Sage green slightly lighter; within the agreed limit sample |
| Carton drop | 2 cartons | No product damage; one carton corner crushed |
| Barcode scan | 20 units, 13 cartons | All scan and match the SKU |
Decision: pass, with one note: the factory to upgrade the carton board for the next order. The report, with photos, is issued the same evening and the buyer releases the balance payment.
Notice that “pass” still produced an action. The best inspection reports feed your next order, not just this one.
Beyond the final check: in-line and loading inspections
A pre-shipment inspection is the last line of defence, not the only one. Two other checks are worth adding for first orders and higher-risk products:
- In-line inspection at 20 to 30% of production. The inspector checks the first finished units, the materials and components on the line, and the process, while there is still time to correct it. It prevents a failed PSI rather than detecting one.
- Container loading check. The inspector confirms quantity and condition at loading, checks the container is clean, dry and undamaged, photographs the loading and records the container and seal numbers. It is useful for high-value goods and for suppliers you do not yet know.
Together with a PSI, these give you evidence at every point where a problem can enter the shipment.
The report and the decision
A useful report states the result on the first page: pass, fail or pending (for example, awaiting a lab result or your decision on a borderline colour). Behind that come the sampling plan used, defect counts by class, photos of each defect type, measurements, test results and the quantity found.
Agree three things in advance:
- Who decides on a pending result, and by when.
- Who pays for a re-inspection after a failure. Most buyers make it the supplier’s cost.
- How payment links to the report. Releasing the balance only against a passed inspection is the simplest protection you have. See payment terms with Asian suppliers.
Common gaps in inspection checklists
- No reference sample at the factory. The inspector cannot judge colour or feel without one. Seal a golden sample for the factory and one for the inspector.
- Defects without limits. Define size, location and viewing distance for cosmetic defects.
- No carton checks. Weight, dimensions and marks matter to your warehouse and your freight bill.
- Inspecting only one SKU. Draw the sample in proportion to each SKU and colour in the lot.
- Missing seal and loading control. For high-value goods, add a container loading check: the inspector watches loading and records the container and seal numbers.
Free tools for this guide
Sources
- ASQ: ANSI/ASQ Z1.4 sampling standardasq.org/quality-resources/z14-z19
- ISTA: test procedures for packaged productsista.org/test_procedures.php
Checked on 28 September 2026. Rules and rates change: confirm against the official text before you act. This guide is general information, not legal or tax advice.