Overview
A pre-shipment inspection is your last chance to catch problems while the goods are still at the factory. After the container leaves, fixing defects costs far more and takes far longer.
Inspections are usually done when at least eighty percent of the order is packed. Whether you send your own staff or hire a third-party inspector, a clear checklist keeps the process objective.
Below is a checklist you can adapt to most wholesale products.
Before the Inspection
Agree the scope in writing with the supplier and the inspector. Provide the specification, approved sample, packaging instructions, carton marking requirements and AQL levels. Confirm the inspection date and make sure the supplier knows the full order must be finished and packed.
- Purchase order and specification sheet
- Approved golden sample
- Packing and labeling instructions
- Applicable test requirements and certificates
- AQL levels for critical, major and minor defects
Verify Quantity and Packing
Count the total cartons and compare with the packing list. Check that carton counts, quantity per carton and shipping marks match the order. Weigh and measure sample cartons to verify gross weight and dimensions, because errors here lead to freight cost disputes.
Select cartons at random from different parts of the pallet or stack. Do not let the factory choose.
Check Product Appearance and Workmanship
Compare random units against the golden sample for color, finish, shape, stitching, printing or surface quality. Look for scratches, stains, loose parts, uneven seams or inconsistent logos. Record defects with photographs and classify them as critical, major or minor.
Test Function and Safety
For products with moving parts or electrical components, test every sampled unit for operation. Check safety features, sharp edges and small parts that could present hazards. Where relevant, confirm that product markings match regulatory requirements in the destination market.
Measurements and Specifications
Measure dimensions, weights and materials against tolerances. Verify that components, materials and finishes match the specification. For textiles, check fabric weight, color fastness and sizing across the size range.
Review Packaging and Labels
Inspect inner packaging, polybags, hang tags, barcodes and care labels. Scan barcodes to confirm they read correctly. Check country-of-origin marking, language requirements and warning labels. Carry out a drop test on a sample carton to see whether packaging protects the goods in transit.
Document Everything
The inspector should issue a written report with photographs, sampling plan, defect list and pass or fail result. Ask the factory manager to sign it. A clear report supports claims if the supplier later disputes the findings.
What to Do After a Failed Inspection
Do not release payment. Ask for a corrective action plan with root cause analysis and deadlines. Options include sorting and rework at the supplier's cost, replacement, price reduction or order cancellation, as set out in your contract. Schedule a re-inspection before the goods ship.
Frequently Asked Questions
How much does an inspection cost?
Fees are usually charged per inspector per day, with typical rates varying by country. The cost is small compared with a defective container.
What AQL should I use?
Many buyers use zero tolerance for critical defects, 2.5 for major and 4.0 for minor, adjusted for product risk.
Should I inspect every shipment?
Inspect all shipments from new suppliers. Reduce frequency for suppliers with a strong record, but keep spot checks.
Final Thoughts
A disciplined inspection routine turns quality from a gamble into a managed process. Agree the checklist early, inspect before paying the balance and keep records.