# Pre-shipment inspection checklist: what to check and when > A pre-shipment inspection checklist for goods from India and China: timing, quantity, packing, AQL workmanship, measurements, on-site tests and the report. Source: https://sourcesquid.co/intelligence/pre-shipment-inspection-checklist/ [Quality](https://sourcesquid.co/intelligence/?cat=quality)7 min readUpdated 28 September 2026 # Pre-shipment inspection checklist: what your inspector should check A pre-shipment inspection checks finished, packed goods against your order before you pay the balance and before they leave the factory. A complete checklist covers quantity, packing and marking, workmanship to an AQL sampling plan, measurements, function and on-site tests, and a comparison with the approved golden sample, and ends in a clear pass, fail or pending decision. **Anirudh** Founder and Director, SourceSquid · 15 years sourcing in India and China On this page 1. What a pre-shipment inspection is for 2. When to book it 3. The checklist 4. Setting the sampling plan 5. Worked example: 3,500 insulated bottles 6. Beyond the final check: in-line and loading inspections 7. The report and the decision 8. Common gaps in inspection checklists Free · 48 hours Send us your part or product. We return costs, clusters and risks. [Get a free teardown](https://sourcesquid.co/start/?from=guide-psi) ## Key takeaways * Book the inspection when production is complete and at least 80% of the goods are packed. * Agree the checklist, defect list and AQL in the purchase order, not on inspection day. * Check packing and marking as carefully as the product. Carton failures cause as many claims as product defects. * Compare against the signed golden sample and the drawing, never against the factory's memory. * Tie the balance payment to a passed inspection report. On this page8 sections 1. What a pre-shipment inspection is for 2. When to book it 3. The checklist 4. Setting the sampling plan 5. Worked example: 3,500 insulated bottles 6. Beyond the final check: in-line and loading inspections 7. The report and the decision 8. Common gaps in inspection checklists ## What a pre-shipment inspection is for A pre-shipment inspection (PSI) is the last point where you can fix a problem cheaply. Once goods are loaded and the balance is paid, a defect becomes a claim, a return or a markdown. The inspection answers one question: does this lot match the order? That means the right quantity, the right product to the approved standard, packed and marked the way you asked. It does not replace the factory’s own quality control, and it cannot inspect quality into a lot. It confirms, with evidence, whether the lot is ready to ship. ## When to book it Book the PSI when production is complete and **at least 80% of the goods are packed** in export cartons. This is the common industry rule, and it exists for two reasons. The inspector must be able to draw a random sample from the whole lot, and must see real export packing, cartons, marks and pallets. Leave at least three to five working days between the inspection and the vessel cutoff, so a failed lot can be reworked and re-inspected. For larger or first orders, add an **in-line inspection** at 20 to 30% of production. It catches process problems while there is still time to correct them. ## The checklist Use this list as the backbone of your inspection protocol. The [inspection checklist generator](https://sourcesquid.co/tools/inspection-checklist/) builds a product-specific version, with defects already classed as critical, major or minor. Area | What the inspector checks | Typical method ---|---|--- Quantity | Units produced and packed, cartons, assortment by SKU, size and colour | Count cartons; open sample cartons against the packing list Packing | Inner packs, carton grade, dividers, fillers, pallet build and wrap | Visual check against packing specification Shipping marks | Carton marks, labels, country of origin, handling symbols | Compare with your marking artwork Workmanship | Visual defects on the product and retail packaging | AQL sample, General Inspection Level II Product specification | Material, colour, finish, logo, accessories, manuals | Compare with the golden sample and the order Measurements | Critical dimensions, product and carton weight, carton size | Calibrated gauges; special inspection level for small samples Function | Assembly, fit, operation, closure, seal | Hands-on test on a sample On-site tests | Carton drop, barcode scan, rub test, seam strength, moisture, electrical safety where relevant | Test on a small sample at a special level Labelling and compliance | Care labels, warnings, rating labels, required marks | Compare with approved label artwork Golden sample comparison | Colour, texture, feel, overall appearance | Side-by-side, under agreed light ### Packing is part of the product Many claims start with the carton, not the product. Check carton board grade against the specification, carton dimensions and gross weight, and that cartons are not over- or under-filled. An on-site carton drop, with a few cartons dropped on a corner, three edges and six faces, tells you a lot about damage in transit. For a formal lab test, the [ISTA 1A drop test planner](https://sourcesquid.co/tools/drop-test-planner/) sets the drop height by packaged weight. Carton dimensions also feed the [CBM calculator](https://sourcesquid.co/tools/cbm/) and your freight booking. ### Tests worth adding Choose tests by risk. Textiles benefit from colour fastness to rubbing and seam slippage. Drinkware needs a leak test. Anything with a mains plug needs a hi-pot (dielectric strength) and earth continuity check. Wood and natural-fibre products need a moisture reading. The [product test advisor](https://sourcesquid.co/tools/test-advisor/) suggests the lab and on-site tests for your category and market. ## Setting the sampling plan Workmanship is inspected on a random sample, not the whole lot. Most PSIs use ANSI/ASQ Z1.4 (or ISO 2859-1) at General Inspection Level II, with zero acceptance for critical defects, AQL 2.5 for major and AQL 4.0 for minor. Measurements and tests use smaller samples at special levels, because they take longer or destroy units. For the full method, read [AQL sampling explained](https://sourcesquid.co/intelligence/aql-sampling-explained/), or get your exact plan from the [AQL sampling planner](https://sourcesquid.co/tools/aql-sampling-planner/). ## Worked example: 3,500 insulated bottles A UK brand ships 3,500 stainless vacuum-insulated bottles, 750 ml, in three colours, 24 per carton (146 cartons, the last one part-filled). Inspection is booked when all units are made and 3,024 (126 cartons) are packed. Check | Sample | Result ---|---|--- Quantity | All packed cartons counted; 13 opened | 3,500 made, 3,024 packed; assortment correct Workmanship (Level II, code L) | 200 bottles | 0 critical; 4 major (dents); 9 minor (small print marks) Accept / reject | Major AQL 2.5: Ac 10, Re 11. Minor AQL 4.0: Ac 14, Re 15 | Major pass, minor pass Leak test (lid closed, inverted) | 32 bottles | 0 leaks Heat retention spot check | 5 bottles | Within the approved sample’s result Colour vs golden sample | 3 colours | Sage green slightly lighter; within the agreed limit sample Carton drop | 2 cartons | No product damage; one carton corner crushed Barcode scan | 20 units, 13 cartons | All scan and match the SKU **Decision: pass** , with one note: the factory to upgrade the carton board for the next order. The report, with photos, is issued the same evening and the buyer releases the balance payment. Notice that “pass” still produced an action. The best inspection reports feed your next order, not just this one. ## Beyond the final check: in-line and loading inspections A pre-shipment inspection is the last line of defence, not the only one. Two other checks are worth adding for first orders and higher-risk products: * **In-line inspection** at 20 to 30% of production. The inspector checks the first finished units, the materials and components on the line, and the process, while there is still time to correct it. It prevents a failed PSI rather than detecting one. * **Container loading check.** The inspector confirms quantity and condition at loading, checks the container is clean, dry and undamaged, photographs the loading and records the container and seal numbers. It is useful for high-value goods and for suppliers you do not yet know. Together with a PSI, these give you evidence at every point where a problem can enter the shipment. ## The report and the decision A useful report states the result on the first page: **pass** , **fail** or **pending** (for example, awaiting a lab result or your decision on a borderline colour). Behind that come the sampling plan used, defect counts by class, photos of each defect type, measurements, test results and the quantity found. Agree three things in advance: 1. **Who decides on a pending result** , and by when. 2. **Who pays for a re-inspection** after a failure. Most buyers make it the supplier’s cost. 3. **How payment links to the report.** Releasing the balance only against a passed inspection is the simplest protection you have. See [payment terms with Asian suppliers](https://sourcesquid.co/intelligence/payment-terms-with-asian-suppliers/). ## Common gaps in inspection checklists * **No reference sample at the factory.** The inspector cannot judge colour or feel without one. Seal a [golden sample](https://sourcesquid.co/intelligence/golden-sample-and-sample-approval/) for the factory and one for the inspector. * **Defects without limits.** Define size, location and viewing distance for cosmetic defects. * **No carton checks.** Weight, dimensions and marks matter to your warehouse and your freight bill. * **Inspecting only one SKU.** Draw the sample in proportion to each SKU and colour in the lot. * **Missing seal and loading control.** For high-value goods, add a container loading check: the inspector watches loading and records the container and seal numbers. ## Free tools for this guide * [Quality**Inspection checklist generator**](https://sourcesquid.co/tools/inspection-checklist/) * [ Quality**AQL sampling planner**](https://sourcesquid.co/tools/aql-sampling-planner/) * [ Quality**ISTA 1A drop test planner**](https://sourcesquid.co/tools/drop-test-planner/) * [ Logistics**CBM calculator**](https://sourcesquid.co/tools/cbm/) * [ Quality**Product test advisor**](https://sourcesquid.co/tools/test-advisor/) ## Sources 1. [ASQ: ANSI/ASQ Z1.4 sampling standard](https://asq.org/quality-resources/z14-z19)asq.org/quality-resources/z14-z19 2. [ISTA: test procedures for packaged products](https://ista.org/test_procedures.php)ista.org/test_procedures.php Checked on 28 September 2026. Rules and rates change: confirm against the official text before you act. This guide is general information, not legal or tax advice. Written by [Anirudh](https://sourcesquid.co/principals/) 15 years in sourcing, vendor development and quality across India and China. MBA in Operations and Supply Chain Management and Lean Six Sigma Black Belt. Founder of SourceSquid, with offices in Bengaluru and Ningbo. Pre-shipment inspection: questions ## Straight answers. Anything else, ask us directly. A principal replies, not a bot. [anirudh@sourcesquid.co](mailto:anirudh@sourcesquid.co) ### When should a pre-shipment inspection be done? When production is 100% complete and at least 80% of the goods are packed in export cartons. Earlier than that, the inspector cannot sample from the whole lot or check final packing; later, there is no time to rework before the vessel cutoff. ### What does a pre-shipment inspection include? Quantity and assortment, packing and shipping marks, workmanship checked against an AQL sampling plan, product dimensions and weights, function and on-site tests such as a carton drop or a fit check, labelling and barcodes, and comparison with the approved golden sample. ### What happens if the inspection fails? The factory sorts and reworks the lot and a re-inspection is booked with a fresh sample. Agree in advance who pays for re-inspection; most buyers make it the supplier's cost when the original inspection failed. ### How long does a pre-shipment inspection take? For most consumer products, one inspector completes a lot in one working day, with the report issued the same day or the next. Complex products, many SKUs or lab tests can take longer. ### Can the factory do its own final inspection instead? The factory's own final check is essential, but it is not independent. An inspection by your own team or a third party gives you evidence you can rely on when releasing the balance payment. ## Keep reading [All guides](https://sourcesquid.co/intelligence/) * [Quality · 8 min**AQL sampling explained: how many to check and when to reject** How AQL sampling works under ANSI/ASQ Z1.4 and ISO 2859-1: inspection levels, code letters, accept and reject numbers, and a worked plan for a 3,500-unit lot.](https://sourcesquid.co/intelligence/aql-sampling-explained/) * [Quality · 6 min**Golden samples and sample approval: how to lock in the standard** How sample approval works with Asian suppliers: first article, pre-production, golden and top-of-production samples, what to record and how to seal them.](https://sourcesquid.co/intelligence/golden-sample-and-sample-approval/) * [Sourcing · 6 min**Payment terms with Asian suppliers: how to balance risk on both sides** Payment terms for buying from India, China and Vietnam: 30/70 deposits, balance after inspection, letters of credit, collections, escrow and open account.](https://sourcesquid.co/intelligence/payment-terms-with-asian-suppliers/) Free sourcing teardown ## An inspection checklist built for your product. Tell us what you are shipping. We return a checklist, defect list and sampling plan your inspector can use, free. [Get a free teardown in 48 hours](https://sourcesquid.co/start/?from=guide-psi)[Talk to a principal](https://sourcesquid.co/contact/)