CHINA SOURCING / BUYER GUIDE
A practical pre-shipment inspection checklist
A pre-shipment inspection checks an agreed scope of goods before dispatch. Its value depends on clear requirements, stated coverage and useful records of the findings.
By TMD Sourcing · Updated October 1, 2026
Agree the inspection brief before the visit.
Start with the purchase order, approved specification, sample reference and packing instructions. Confirm the product versions, order quantity, goods location and production readiness. Define the checks, sample size, acceptance criteria and any tools needed to perform them.
If important requirements are still unknown, identify them before the inspection. An inspector should not have to invent an acceptable color, measurement or functional result on the day. Make sure the supplier can provide access to the goods and agreed testing conditions.
Build the checklist around the product.
| Area | Example checks to agree |
|---|---|
| Identity & quantity | Item reference, variants, available quantities and carton counts. |
| Appearance & workmanship | Visible damage, finish, assembly, stitching or other product-specific details. |
| Dimensions & materials | Agreed measurements and the material checks that can actually be performed. |
| Function | The intended operation and the conditions for the agreed test. |
| Accessories & bundles | Correct components, instructions and quantities in each set. |
| Packaging & labels | Retail pack, barcode or label placement, carton marks and protection. |
These are planning categories, not a universal testing standard. Adapt them to the product. Specialist safety, chemical or performance testing may require separate laboratory work and should be discussed before the order is placed.
State how much of the order is checked.
A report should identify the lot, how many units were examined and which checks were completed. Some checks may use different coverage because they take more time, need equipment or affect the sample. Record any unavailable goods, access restrictions or tests that could not be performed.
Do not read “inspection completed” as “every item is defect-free.” Sampling gives information about the examined units under the stated method. If a sampling standard or acceptance limit is used, agree the applicable method and criteria explicitly rather than relying on a generic label.
Make each finding traceable.
For a defect or discrepancy, record the requirement, the observation, an item or carton reference and a clear photograph where appropriate. Include enough context to distinguish a cosmetic issue from a functional failure or a packing error. Different issues can call for different next actions.
Photographs should support the written finding. A close-up may show a defect while a wider view shows which part or package it belongs to. Avoid a report that contains many images but no link to the requirement being checked.
Decide what happens before shipment.
Accept
Review the report against the agreed criteria and confirm any remaining conditions before shipment approval.
Correct & recheck
Ask the supplier for the proposed correction, timing and evidence. Decide whether a follow-up inspection is required.
Hold for a decision
If a key requirement or finding remains unresolved, clarify it before approving the affected shipment step.
Plan inspection timing around the decision it supports.
Arrange checks early enough that findings can influence your next payment, correction or shipping decision under the order agreement. Product readiness, access and the time needed for corrective work all matter. A last-minute report is less useful if the goods have already left the location.
TMD can help agree the inspection scope, coordinate the checks, record findings and follow up on agreed actions. See our quality control service and blank inspection record template.
Apply this to your project.
Share your product reference, approximate quantity and destination. Tell us which decision you need help with so we can discuss a practical scope.