An inspection before shipment is your last clear chance to catch problems while the factory still has time and reason to fix them. Once goods are on a vessel, your options shrink to claims, chargebacks, and expensive returns. For overseas buyers who do not speak Chinese and cannot visit the factory, a structured inspection plan separates a calm delivery from a costly lesson.
What a pre-shipment inspection checks
A pre-shipment inspection (PSI) happens after production is finished and the goods are packed or nearly packed. The inspector visits the factory, pulls samples from the finished lot, and compares them with your approved sample, specification sheet, and purchase order.
A normal PSI covers:
- Quantity and carton count
- Product dimensions, weight, color, material, and finish
- Workmanship and assembly
- Function and basic safety checks
- Labels, logos, barcodes, manuals, and warnings
- Inner packaging and master carton quality
- Shipping marks and carton dimensions
- Photos or videos of defects and packing details
It does not replace laboratory testing. Chemical content, electrical safety, food-contact compliance, and toy safety need a certified lab. An inspector can check that a CE mark is printed, but that is not the same as a test report.
Inspection types and when to use them
| Inspection type | Best time | What it is good for |
|---|---|---|
| Initial production check (IPC) | After materials are gathered, before mass production | Catching wrong materials, components, or samples early |
| During production inspection (DUPRO) | When 20% to 50% of goods are finished | Finding repeated defects while there is time to correct the line |
| Pre-shipment inspection (PSI) | When production is complete and at least 80% is packed | Final check before balance payment and shipment |
| Container loading supervision (CLS) | On loading day | Counting cartons, checking container condition, sealing, and photos |
| Factory audit | Before placing a large order | Checking capacity, equipment, quality system, and working conditions |
For most small and medium orders, PSI is the minimum. If the product is complex or the factory is new, add DUPRO or an audit. If the order value is high, add loading supervision.
Step 1: Define your quality standard before production starts
Inspectors can only judge against a standard you provide. If your purchase order says 'good quality' and nothing else, the report will be subjective.
Put these in writing before the factory begins:
- Approved sample, signed and dated by both sides
- Full specification sheet with measurements and tolerances
- Material and color requirements (Pantone, surface finish, hardness)
- Packaging artwork, label files, barcode numbers, and manual text
- Carton size, weight, drop-test rules, and shipping marks
- Compliance needs, such as CE, FCC, RoHS, FDA, LFGB, CPSIA, or REACH
- AQL levels and inspection method
Keep the approved sample in your office or with your inspection team. Do not leave the only gold sample at the factory. Factories sometimes lose samples, and some use a better sample than the one they actually produce.
Step 2: Decide who will inspect
| Who inspects | Pros | Cons |
|---|---|---|
| You or a friend | Full control | Travel cost, language, no local experience |
| Factory QC | Fast and cheap | Conflict of interest |
| Third-party inspection company | Independent, standard reports, local coverage | You must brief them well |
| Sourcing agent or local concierge | Coordinates factory, inspection, rework, and shipping | Needs clear scope and transparent fees |
The main issue is independence. A factory's own QC team can be useful during production, but it should not be the only check before shipment. Use a third party or a local team that answers to you.
Step 3: Book the inspection at the right time
Book the inspection three to seven days before you expect production to finish. Do not book it for the same day as loading. If defects appear, you need time for sorting, rework, and a second inspection.
Send the inspection company:
- Factory name, address in Chinese, and contact person
- Purchase order number and SKU list
- Quantities per SKU and per carton
- Approved sample photos and specification files
- Packaging and labeling requirements
- AQL levels and any special checks
- Your shipping deadline and payment terms
Chinese New Year, May holiday, and October holiday can push factory schedules. If your shipment falls near those dates, book earlier and confirm the factory will still have workers available for rework.
Step 4: Understand AQL sampling
Most consumer goods inspections use AQL, based on ISO 2859-1 or ANSI/ASQ Z1.4. AQL is a statistical sampling plan. The inspector checks a set number of pieces and counts defects.
Typical levels:
- Critical defects: safety, legal, or function issues that can hurt a user. Usually 0 allowed.
- Major defects: defects that make the product unsellable or fail its main function. Often AQL 2.5.
- Minor defects: cosmetic issues that do not affect function. Often AQL 4.0.
Example for a lot of 1,000 units under General Inspection Level II:
- Sample size: about 80 pieces
- Critical defects: accept only if 0 found
- Major defects at AQL 2.5: accept if 5 or fewer found
- Minor defects at AQL 4.0: accept if 7 or fewer found
If the factory knows the AQL plan, it may try to hide bad cartons. Inspectors should pull samples from different pallets, cartons, and production dates, not from a stack the factory chooses.
Step 5: What happens on inspection day
The inspector arrives at the factory and asks to see the finished goods. The factory should not control which cartons are opened. The inspector selects them randomly.
During the inspection, expect checks on:
- Carton count and SKU mix
- Product appearance, measurements, and weight
- Assembly, moving parts, switches, and seams
- Labels, barcodes, serial numbers, and manuals
- Inner box and master carton strength
- Packing method and accessories
- Basic function tests agreed in advance
- Photos of defects, packing, and carton marks
If a carton drop test is required, the inspector needs clear rules: drop height, number of drops, and pass criteria. If lab testing is required, arrange it separately. The inspection report covers the sample at the factory, not the chemical content of the whole batch.
Step 6: Read the report, not just the result
A one-page PASS is not enough. Read the details:
- Are defects spread across the lot or limited to one carton?
- Do photos show the same issue you saw in the approved sample?
- Are measurements inside tolerance?
- Are labels and barcodes correct?
- Is the carton count complete?
- Did the factory provide all accessories and manuals?
If the report says FAIL, you still have choices. You can ask for 100% sorting, rework, replacement, a price discount, or cancellation. If the report says PASS but has many minor defects, decide whether your customers will accept them. A pass under AQL 4.0 can still mean dozens of cosmetic flaws in a large order.
Step 7: Handle defects before shipment
| Option | When it works | Watch out for |
|---|---|---|
| Rework at factory | Defects are fixable and time allows | Get photos of reworked units and re-inspect |
| 100% sorting | Mixed good and bad units | Factory may charge sorting fees |
| Replacement | A specific part or batch is bad | Confirm new production date and inspection |
| Price discount | Defects are minor and sellable | Do not accept safety or function defects |
| Delay shipment | Quality is close but not ready | Check storage fees, vessel schedule, and buyer commitments |
| Cancel order | Defects are severe or repeated | Review contract, deposit, and legal options |
Do not pay the full balance before you see the inspection result unless you trust the supplier completely or have another protection. A common split is 30% deposit and 70% after inspection passes. Some suppliers ask for full payment before shipment. If you agree, get the inspection done before the payment date, not after.
Step 8: Do not forget loading and testing
A PSI checks the goods at the factory. It does not prove that the same cartons go into the container. Container loading supervision adds a second layer: the inspector counts cartons as they load, checks container condition, takes photos of the seal, and records the container number. This is useful for high-value orders, multiple SKUs, or factories that outsource packing.
Laboratory testing is separate. Toys, electronics, cosmetics, food contact items, textiles, and children's products often need specific tests. Ask the factory for test reports, but do not assume they cover your exact materials or the current version of the standard. Send samples to a lab you choose, especially for markets like the EU, US, UK, Canada, and Australia.
Common mistakes buyers make
- Booking the inspection after the goods are already in the container
- Using 'good quality' as the only standard
- Letting the factory choose the sample pieces
- Skipping the approved sample or leaving it at the factory
- Inspecting only one SKU when the order has five
- Ignoring packaging, labels, and barcodes
- Treating a PSI as a lab test
- Paying the balance before reading the report
- Not leaving time for rework before the vessel cutoff
- Choosing the cheapest inspector without checking report quality
Costs and timeline
In China, a third-party pre-shipment inspection often costs around USD 250 to USD 500 per man-day, depending on location, product type, and report detail. Factory audits usually run higher. Container loading supervision is often USD 200 to USD 400. Lab tests are quoted per test and per material. Travel outside major manufacturing cities can add costs.
A normal inspection report arrives within 24 to 48 hours. If you need same-day results, ask before booking. Rework can take days or weeks, so the real timeline is not just the inspection day. Plan backward from your vessel date and keep a buffer.
How to choose an inspection partner when you do not speak Chinese
Look for a team that can:
- Communicate with the factory in Chinese without you in the middle
- Give you a clear checklist before the inspection
- Send photos and videos, not just a pass or fail
- Explain defects in plain English
- Help you push for rework and a re-inspection
- Coordinate with your freight forwarder and supplier
If you are buying from China but do not have staff there, the hardest part is often the follow-up: calling the factory, explaining the defect, agreeing on a fix, and checking that the fix happened. A local team can handle those calls, visit the factory, and keep the shipment moving while you sleep in another time zone.
If you need a local team in China to coordinate factory communication, arrange inspections, review reports, and follow up on rework before shipping, Globesino can act as your on-the-ground concierge. You keep control of the buying decision; we handle the Chinese-side details.