Pre-Shipment Inspection Checklist: What to Check Before Goods Leave China

A pre-shipment inspection is the last point where you still hold leverage: the balance is unpaid and the goods are still at the factory. After loading, every fix costs more and takes longer.

This checklist covers when to book, how many units to check, what to check, and what to do with the result.

When to book it

• Timing: when production is complete and at least 80% of the goods are packed in export cartons. Earlier, the inspector checks unpacked goods. Later, there is no time to rework before the vessel.
• Notice: book a few working days ahead and confirm the date with the factory in writing.
• What the inspector needs: the approved golden sample (or its photos and the spec sheet version), artwork, carton marks, the packing list and your defect classification.
• Long runs or new suppliers: add a during-production inspection so problems surface while they are still cheap to fix.

How many units: AQL sampling in plain terms

Most inspections use the ISO 2859-1 sampling tables at general inspection level II. The order quantity sets the sample size. The AQL you choose sets how many defects the sample may contain before the lot fails. A common setting for consumer goods is zero critical defects, AQL 2.5 for major defects and AQL 4.0 for minor ones.

Order quantity	Units sampled	Major defects (AQL 2.5): pass at / fail at	Minor defects (AQL 4.0): pass at / fail at
281–500	50	3 / 4	5 / 6
501–1,200	80	5 / 6	7 / 8
1,201–3,200	125	7 / 8	10 / 11
3,201–10,000	200	10 / 11	14 / 15
10,001–35,000	315	14 / 15	21 / 22

A critical defect is one that makes the product unsafe or illegal to sell, such as a sharp edge, exposed wiring or a missing mandatory warning. One critical defect normally fails the lot. For orders with several SKUs, agree a minimum sample per SKU, or inspect higher-risk SKUs as separate lots. How to sort defects into the three classes is explained in defect classification.

The checklist

1. Quantity and assortment
   1. Total produced against the order, and the percentage packed.
   2. Carton count, and the assortment in each carton against the packing list.
2. Packaging and marking
   1. Export cartons: ply, dimensions and gross weight against the spec.
   2. Shipping marks and side marks; inner boxes; retail packaging against the approved artwork (colours, text, logo).
   3. Barcodes scanned: readable, and the correct number on the correct SKU.
   4. Warning labels, language versions, country of origin, and marketplace or 3PL labels if your channel requires them.
3. Conformity to the golden sample
   1. Material, colour (checked under the same light, ideally a D65 lightbox), finish, logo position and print quality.
   2. Accessories, inserts and instructions present and correct.
4. Workmanship
   1. Scratches, dents, burrs and sharp edges, stains, gaps, loose parts, weld and print defects, each recorded as critical, major or minor.
5. Measurements and weight
   1. Key dimensions and weight on a subset of units, against the tolerances on your spec sheet (for example 200 mm ± 2 mm).
6. Function and on-site tests, chosen for the product
   1. Assembly and fit; open-and-close cycles on lids, zips, hinges or pedals.
   2. Leak test for containers and bottles: fill, invert, hold.
   3. Coating and print adhesion with a cross-hatch tape test.
   4. Moisture reading for wood and bamboo against the limit you agreed.
   5. For electrical goods: function run, hi-pot and earth-continuity tests.
   6. Carton drop test: a corner, three edges and six faces (the ISTA 1A sequence), then the contents are checked.
   7. Odour check on silicone and plastics; a strong smell is a question for the supplier.
7. Documents
   1. Test reports match this product, material and batch; packing list and invoice quantities match the count.

Food-contact safety and chemical content cannot be tested on site. Those are lab tests, done on samples before production or on units pulled from bulk. See food-contact certification.

Reading the report

A useful report states the overall result (pass, fail or pending), the sample size and AQL used, every defect by class with a count and a photo, the measurement table, the tests performed and their results, carton and marking photos, the quantity status, and the inspector's name and date. "Pending" is common, for example a barcode question, and means the decision is yours.

When the result is a fail

1. Sort and rework. The factory checks every unit, fixes or replaces defects, and you re-inspect. Agree in the purchase order that the factory pays for the re-inspection.
2. Accept with a discount. Reasonable only for cosmetic, minor defects that your customers will tolerate.
3. Ship the good goods. Partial shipment of conforming cartons while the rest is reworked.
4. Reject. For critical defects, the goods should not ship at all.

Release the balance only after the agreed fix has been checked. If goods have already shipped, see what to do when a shipment arrives defective.

Who should inspect

Your agent's QC staff, a third-party inspection company, or you. What matters most is independence: the inspector reports to you, not to the factory. Write your inspection rights, the standard and the re-inspection cost into the purchase order.

FAQ

How long does an inspection take? It is priced per inspector-day. A single-SKU order of a few thousand units usually takes one inspector one day, plus travel.

Does a pass mean zero defects? No. AQL sampling accepts a defined level of defects. A pass means the sample met the level you agreed.

Can I skip inspection with a supplier I trust? Reorders are where quality most often slips. See the reorder trap.

Want this handled for you? With our quality control service, you see the inspection report, photos and video before the balance is paid.