Pre-shipment inspection needs an agreed reference and scope. When buyers inspect goods themselves or appoint a third party, allow time to record and address problems before packing or dispatch. This guide offers a record structure; it does not prescribe a fixed sampling rate or defect acceptance standard.
Agree the reference and scope before inspection
Gather the order, specifications, approved sample, packaging requirements and current versions. List models, colors, sizes and batches separately and identify which goods are complete and which remain in production. Agree the place, timing, inspector, sampling method and acceptance criteria. Arrange checks requiring specialist equipment or safety testing separately.
Check each product against its requirements
| Check | What to record |
|---|---|
| Quantity and model | Ordered and completed quantities, models and carton numbers |
| Appearance and dimensions | Approved sample reference, measurement points and issue photos |
| Function and assembly | Check conditions, operating results and fault locations |
| Accessories and documents | Quantities, models, instructions and label versions |
| Packaging | Protection, carton specifications, packing quantities and shipping marks |
Record how many units were actually inspected, what issues were found and the affected models or batches. The report conclusion must match the work performed; a sample inspection must not be described as a check of every unit.
Make issue evidence traceable
Give each issue an ID and keep overall photos, close-ups and measurements where needed. State the requirement, actual condition and difference, with carton or sample references when relevant. Mark unchecked, unverifiable and inapplicable items separately instead of leaving unexplained blanks.
Close the loop on corrective action and rechecks
- Identify what needs rework, replacement, repacking or additional documentation.
- Agree owners, deadlines and the recheck method with the relevant parties.
- Keep before-and-after evidence and check whether changes affect other specifications or quantities.
- Record unresolved issues together with the release decision, rather than retaining only the word “passed”.
Separate inspection, dispatch and service responsibilities
Inspection, logistics and order payments are separate matters and should be handled according to the arrangements agreed by both parties. One inspection cannot guarantee that no issues will arise in later use. FindBao currently offers manual sourcing, quotation requests and quote comparison; product inspection, factory audits, goods-payment handling, warehousing and shipping are not currently offered.
Related tools: sample approval records, export packaging confirmation and the shipping checklist.