Finding a supplier in China is one step. Getting what you paid for is another. If you are buying from overseas, you often cannot visit the factory, check the production line, or stand next to the cartons when they are sealed. A pre-shipment inspection is your last practical chance to catch problems while the goods are still in China.
This guide explains how to inspect products in China before shipping, from choosing the right inspection type to reading the report and handling defects. It is written for importers, Amazon sellers, wholesalers, and small businesses that do not speak Chinese and do not have a local QC team.
What an inspection before shipping really means
A pre-shipment inspection, often called PSI or final random inspection, happens after production is finished and packed. The inspector visits the factory, checks a random sample against your specifications, and writes a report with photos and measurements.
It is not the same as a factory audit. An audit checks whether the supplier is a real manufacturer, how they manage quality, and whether they meet social compliance rules. A PSI checks the actual order. Both are useful, but they answer different questions.
The main goal is simple: find out whether the shipment matches the approved sample, purchase order, and packaging requirements before you pay the balance and before the goods leave China. If there are defects, the factory still has time to rework, replace, or sort the products.
Choose the inspection that fits your risk
Different orders need different checks. A small repeat order from a supplier you know may need only a quick final check. A new supplier making electrical products or children's toys needs more.
| Inspection type | When it happens | What it checks | Best for |
|---|---|---|---|
| Factory audit | Before you place an order | Factory identity, capacity, equipment, quality system, compliance | New suppliers, high-value orders, brand clients |
| During production inspection | When 20-40% of goods are finished | Early quality problems, materials, workmanship, production speed | Custom products, tight deadlines, first orders |
| Pre-shipment inspection | When 100% of goods are finished and packed | Quantity, quality, measurements, function, labels, packaging | Most orders before balance payment |
| Container loading inspection | On loading day | Carton count, container condition, loading process, seal number | High-volume orders, mixed SKUs, damage risk |
| Sample evaluation | Before mass production | Color, material, size, function, packaging | New products or first-time suppliers |
For many buyers, a pre-shipment inspection is the minimum. If the order value is high or the product is complex, add a factory audit or during-production check.
Step 1: Turn your requirements into a checklist
The most common reason an inspection fails to protect a buyer is a weak checklist. An inspector cannot check what you never told them.
Gather these documents:
- Purchase order with SKU list and quantities
- Approved sample or golden sample, signed and dated
- Product specification sheet with measurements and tolerances
- Packaging artwork, label files, barcode numbers, and carton marks
- Test requirements, such as CE, RoHS, FDA, CPSIA, or drop tests
- Any previous inspection report or defect list
Your checklist should be in English and Chinese. Include the acceptable quality limits, major and minor defects, and the exact tests you want. If you do not have a golden sample, ask the supplier to send one for approval before mass production. Keep a photo record of it.
Step 2: Decide who will inspect
You have three realistic options.
A third-party inspection company, such as SGS, Bureau Veritas, Intertek, QIMA, or a smaller local firm, sends an inspector to the factory. They are independent and used to working with overseas buyers. You pay them directly, and the report goes to you.
Your sourcing agent or local representative in China can coordinate the inspection. This works well if the same person already knows your product, your supplier, and your quality standards. The risk is that some agents also earn commission from the supplier, so ask who pays them and how they handle conflicts.
The supplier's own QC team can check the goods, but this is not independent. It can be useful as a first screen, not as your final proof.
Remote video inspection is another option. You join a video call while a local person walks through the factory. It is cheaper, but the camera angle, internet connection, and time zone can limit what you see. Use it for simple products or as an extra check, not for detailed measurements.
Step 3: Book at the right time
The timing matters more than many buyers expect. A pre-shipment inspection should happen after all production is finished and at least 95% of goods are packed. If you book too early, the inspector may see unfinished cartons and incomplete labels. If you book too late, the container may already be on the way to the port.
Aim to book the inspection 3 to 7 working days before the planned shipment date. Give the inspection company:
- Factory name, address in Chinese, and a map pin
- Supplier contact name, phone, and WeChat
- PO number and SKU list
- Your checklist and approved sample photos
- Packing list and carton dimensions
- Preferred inspection date and backup date
Tell the supplier that an independent inspection is part of the order terms. A supplier who refuses an inspection, delays it, or asks to move the date repeatedly is a warning sign.
Step 4: Understand AQL sampling
Most inspections use AQL, or Acceptable Quality Limit. The inspector does not check every piece. They check a random sample based on the order quantity and the inspection level.
For consumer goods, a common setup is:
- Critical defects: 0 allowed
- Major defects: AQL 2.5
- Minor defects: AQL 4.0
For electronics, tools, baby products, or anything with safety risk, buyers often use AQL 1.5 for major defects and 2.5 for minor defects. Your inspection company can apply the numbers to the lot size and tell you how many samples to check and how many defects are allowed.
| Lot size | Typical sample size at General Inspection Level II |
|---|---|
| 501-1,200 | 80 |
| 1,201-3,200 | 125 |
| 3,201-10,000 | 200 |
| 10,001-35,000 | 315 |
| 35,001-150,000 | 500 |
| 150,001-500,000 | 800 |
AQL is not a promise that every single unit is perfect. It is a statistical way to judge whether the batch is acceptable. If the defect count is above the limit, the inspection fails. You then decide whether to rework, replace, sort, discount, or cancel.
Step 5: Know what the inspector will check
A good pre-shipment inspection report covers more than product appearance. Depending on the product, the inspector may check:
- Quantity: finished units, inner boxes, and master cartons
- Workmanship: scratches, stains, loose parts, sharp edges, stitching, welding
- Function: switches, buttons, battery life, charging, sound, movement
- Measurements: length, width, height, weight, thickness, capacity
- Color and logo: compared with the approved sample
- Labels and manuals: spelling, warnings, barcodes, SKU codes
- Packaging: retail box, poly bag, foam, tape, carton strength
- Shipping marks: carton number, side marks, country of origin
- Accessories: cables, chargers, spare parts, tools
- On-site tests: voltage, pull test, drop test, water test, or simple safety checks
The inspector should take clear photos of defects, carton labels, and the factory environment. Ask for photos of the actual sample selected, not only close-ups of good units.
Step 6: Read the report and act fast
Reports usually arrive within 24 to 48 hours. Do not just read the pass or fail line. Look at the defect photos, the measurement table, and the inspector's comments.
If the report passes, confirm the carton count and loading date. Keep the report and photos until the goods arrive and you have checked them.
If the report fails, ask your supplier for a written corrective action plan. Decide what is realistic:
- Rework the defects and re-inspect
- Replace defective units before loading
- Sort the shipment at a third-party warehouse
- Negotiate a price reduction if you can accept the defects
- Cancel the order if the risk is too high
Do not pay the full balance until you are satisfied with the inspection result and the corrective action. Your contract and payment terms should give you that right.
Step 7: Do not skip container loading
A pre-shipment inspection checks the goods. A container loading inspection checks what actually goes into the container. It catches short shipments, mixed cartons, damaged packaging, and poor loading that can cause transit damage.
The inspector should record:
- Container number and seal number
- Empty container condition
- Carton count by SKU
- Photos of the loading process
- Final loaded container and sealed door
For large orders, mixed SKUs, or fragile products, this small extra cost can save a lot of trouble.
Common mistakes buyers make
- Booking the inspection after the goods are already at the port
- Using a vague PO instead of a detailed checklist
- Skipping the approved sample
- Letting the supplier choose and pay the inspector
- Ignoring packaging and label mistakes
- Accepting a failed report without a rework plan
- Paying the balance before the inspection result
- Assuming a trading company is the factory
Costs and timeline to expect
| Service | Typical cost | Typical time |
|---|---|---|
| Factory audit | USD 300-600 | 1-2 days plus report |
| Pre-shipment inspection | USD 100-300 per man-day | 1 day plus 1-2 day report |
| Container loading inspection | USD 150-350 | 2-5 hours plus report |
| Lab testing | USD 100-1,000+ | 3-10 working days |
| Re-inspection after rework | Same as PSI | 1 day plus report |
Prices vary by city, product type, and inspector travel. Remote factories may add travel costs. Always confirm what is included before you book.
How a local team helps
If you do not speak Chinese, managing inspections from another country can be slow. A local coordinator can translate your specs, book the right inspection, speak to the factory, review the report, chase rework, and arrange loading and delivery. Globesino helps overseas buyers with sourcing, factory visits, inspections, and delivery in China, so you have someone on the ground when the details matter.