Pre-shipment Inspection Checklist for China Orders

Why inspect before shipment

Problems are dramatically cheaper to fix at the factory than after arrival. A pre-shipment inspection (PSI) checks finished, packed goods against the agreed criteria before release — reducing the risk of paying freight on goods you will have to repair, return or discount.

Agree the criteria first

An inspection is only as good as its criteria. Before the inspector visits, the following must be written down:

• The product specification and approved sample reference
• Functional, dimensional and appearance requirements
• The sampling plan and acceptable quality level, where applicable
• Packaging, labelling and carton marking requirements
• Which documents must be present (packing list, COA, certificates)

What the inspection should cover

A complete PSI typically checks four layers:

• Quantity — units produced and packed vs the order
• Product — function, dimensions, appearance against the approved standard
• Packaging — carton quality, labelling, markings, load condition
• Documentation — packing list, invoices and certificates consistent with the goods

Sampling: AQL and its limits

For large lots, sampling plans such as AQL balance cost and coverage. AQL is a statistical tool, not a guarantee: it accepts the risk that a small percentage of defects exists even in a passed lot. For critical or low-volume items, defined checklists and checking every critical point are more appropriate than pure sampling.

The release decision

The inspection report supports — but does not replace — your decision. Options are usually: ship, conditionally ship (with agreed corrective actions), hold for rework, or reject. Document the decision and keep the evidence: photos, the defects log and the report are your file if disputes arise later.