A pre-shipment inspection (PSI) is one of the most effective ways to protect your import business from costly quality failures. But what exactly does a QC inspector check when they visit a factory before shipment?

This article gives you a complete, practical pre-shipment inspection checklist used by professional third party inspection agencies worldwide.

What Is a Pre-Shipment Inspection?

A pre-shipment inspection is a product quality check conducted at the supplier’s factory when at least 80% of the production is complete and ready for packing. A certified third party inspector visits the facility, pulls a random sample of units based on AQL (Acceptable Quality Level) sampling standards, and evaluates them against your product specifications and purchase order requirements.

The Standard Pre-Shipment Inspection Checklist

1. Quantity Verification

• Confirm total units produced match the purchase order
• Count packed cartons and verify packing list accuracy
• Check for any shortfalls or excess production

2. Product Appearance & Workmanship

• Visual inspection for surface defects, scratches, dents, or discolouration
• Check stitching, joints, welds, or assembly quality
• Verify finish, colour matching, and branding consistency
• Inspect for contamination or foreign materials

3. Dimensions & Weight

• Measure product dimensions against approved specifications
• Verify unit weight and gross weight per carton
• Confirm product fits packaging correctly

4. Function & Performance Testing

• Test all functional features (buttons, zippers, hinges, switches)
• Check for mechanical or electrical defects
• Run applicable safety tests or on-site checks

5. Labelling, Marking & Barcodes

• Verify product labels include all required information (origin, materials, care instructions)
• Scan barcodes and confirm they read correctly
• Check compliance with destination country labelling regulations

6. Packaging Inspection

• Check inner packaging (polybag, foam, etc.) for adequacy
• Inspect outer carton quality and drop-test readiness
• Verify carton markings match shipping marks on the packing list
• Confirm stacking and packing density is appropriate

7. AQL Defect Classification

The inspector classifies all defects found into three categories:

• Critical Defects: Safety hazards or illegal issues — zero tolerance.
• Major Defects: Functional failures or obvious quality problems that affect saleability.
• Minor Defects: Cosmetic issues that are unlikely to affect the end user.

The inspection result is Pass, Fail, or Pending based on the number of defects found against the AQL sampling table.

8. Shipment Readiness Check

• Goods packed and ready for pickup
• Containers or cartons can be loaded without damage
• All customs or compliance documents are ready

When Should You Book a Pre-Shipment Inspection?

Book your pre-shipment inspection when 80-100% of production is complete and goods are nearly ready for shipment. Booking too early means your inspector may find unfinished goods. Booking too late risks the shipment leaving before the report reaches you.

Most inspection agencies require 2-3 business days notice to schedule an inspector at the factory.

Why Use a Third Party Inspection Agency?

Third party inspection agencies operate independently of your supplier. This gives you an unbiased, objective quality report you can trust. Your supplier has no incentive to misreport defects when the inspector answers to you, not them.

Professional inspection companies also bring standardised checklists, AQL sampling expertise, and experienced inspectors with industry-specific knowledge.

Conclusion

A thorough pre-shipment inspection checklist covers quantity, appearance, dimensions, function, labelling, and packaging. Using a third party inspection agency ensures this process is carried out professionally and objectively. Do not skip this step — it is the last line of defence before goods leave the factory.

Book a professional pre-shipment inspection with our team. We cover all major manufacturing locations across India and Asia.