Pre-Shipment Inspection Guide
A pre-shipment inspection is the last practical opportunity to find a problem while the goods are still with the supplier. This guide explains when to book it, how many units to check, how to classify what you find and how to decide whether to release the shipment.
8 min readReviewed by the BoMao sourcing and inspection team
Book the inspection at the right moment
Timing decides whether a finding can still be fixed.
- Inspect when production is complete and at least 80 percent is packed.
- Book several days before the cargo-ready date to leave time for rework.
- Avoid inspecting a part-finished order unless you plan a second visit.
- Confirm the inspection date with the supplier in writing.
Set the sample size before the visit
Sampling makes inspection affordable. It also means the result is a statistical judgement rather than a guarantee.
- Agree the sampling standard and inspection level in advance.
- Agree the acceptable quality limits for major and minor defects.
- State that the inspector draws samples at random across the batch.
- State the rule for handling a batch that fails.
Prepare the checklist
The inspector can only check what the checklist names.
- List the critical dimensions with their tolerances.
- List the functions to test and the method for each.
- List the appearance criteria and the approved colour reference.
- List every label, barcode and marking to verify.
- Include quantity, carton count and packing verification.
Classify defects consistently
- A critical defect makes the product unsafe or unlawful to sell.
- A major defect affects function, saleability or the customer experience.
- A minor defect departs from the standard without affecting use.
- Agree the classification before the inspection, not after a dispute.
Decide on release
The inspection produces information. The decision remains commercial and stays with the buyer.
- Release the shipment when results meet the agreed limits.
- Ask for sorting or rework and a re-inspection when they do not.
- Consider a discount where the defect is minor and the deadline is fixed.
- Hold the shipment when a critical defect appears at any level.
- Record the decision and the reason in writing.
Limitations of this guide
- Sampling inspection cannot detect every defect in a batch.
- Hidden, destructive and long-term failures are not visible in a standard visual check.
- An inspection reports the condition of the goods on that day at that location.
- Laboratory testing is a separate service and is not included in a visual inspection.