Pre-Shipment Inspection Checklist: 7 Areas to Check

Inspection and packing bench in the MSC workshop in Ningbo

When to book it

When production is 100% finished and at least 80% of the goods are packed, so the sample comes from the goods that will actually ship.
Book 3 to 5 working days ahead. Before Chinese New Year, book at least two weeks before the factory closes (2027 calendar).
Keep the balance payment until you have read the report.

What to send the inspector

Purchase order, specification and drawings
The approved sample, or detailed photos of it if the sample stays with you
The defect list with its class (critical, major, minor) and the AQL for each class
Packing list, carton marks, label and barcode files
The tests to perform, with the method and the number of pieces for each
Factory address and a contact person on site

The checklist

Copy the seven areas below into your own inspection protocol and add the details of your product.

Area	What the inspector checks	Sample
1. Quantity	Number of cartons and pieces against the packing list; share of the order finished and packed	All cartons counted
2. Packaging and marking	Carton size, strength and condition; inner packing and protection; carton marks, barcodes, labels, user manual, country-of-origin marking	Cartons opened for the sample
3. Appearance	Scratches, dents, burrs, rust, stains, colour difference against the approved sample; missing or loose parts	Full AQL sample, for example 200 pieces for a lot of 5,000 at level II
4. Dimensions and weight	Critical dimensions from your drawing, measured with calibrated calipers, micrometers and gauges; product and carton weight	Smaller sample set in the protocol
5. Function and on-site tests	Operation and assembly fit; threads with go/no-go gauges; torque or pull-force test, hardness or coating thickness where specified; carton drop test if required	Set in the protocol
6. Product-specific checks	Items from your specification: material or part markings, colour against the reference, fit with mating parts, accessories	Set in the protocol
7. Records and photos	Photos of each defect type, of the packing and carton marks; measured values written down, not only pass or fail	For every check

How the result is decided

The inspector counts the defects found in the sample by class and compares them with the accept and reject numbers of your AQL. With the AQL calculator you can find the sample size and limits for your lot in a few seconds. Most buyers accept zero critical defects. The report states whether each class is within the limits, and the decision to release the goods stays with you.

If the lot fails

The supplier sorts and reworks the goods, then a re-inspection checks the corrected lot.
For defects you cannot accept in any quantity, 100% inspection and sorting checks every unit.
If you decide to accept the goods as they are, record the deviation in writing with the supplier.
Do not pay the balance before the issue is settled.

Common gaps in inspection checklists

No approved sample, so appearance is judged without a reference
Defects not classified, so the inspector has to guess what is major and what is minor
"Check function" with no method or number of pieces
Inspection booked when only half of the order is produced
Packing and carton marks not specified, then rejected by the warehouse at arrival

How MSC runs a pre-shipment inspection

Each inspection follows a written protocol agreed with you: yours, our standard checklist, or one we draft from your specification. Our inspectors use their own calibrated instruments and send the report, with photos and measured values, within 24 hours. $240 per inspector-day, travel included anywhere in mainland China; very remote areas are quoted separately. Before a first order, see also our factory audit checklist.

Request a quote →How much does an inspection cost? →

Pre-shipment inspection checklist: what to check before you pay the balance