A pre-shipment inspection in China is a check of your goods after production is finished, or nearly finished, and before they leave the supplier. It is usually the last moment when you can see the products, count them and compare them with your approved sample while you still have leverage, because the balance payment has often not been made yet. For buyers who cannot be at the factory themselves, it is one of the most practical ways to reduce quality surprises. This guide explains what the inspection covers, how sampling works, and how to prepare.
What a pre-shipment inspection is
During a pre-shipment inspection, an inspector visits the factory or warehouse, selects a sample of finished and packed goods, and checks them against your requirements. The result is an inspection report with photos and a list of the defects found.
It is different from other types of product inspection in China:
- Pre-production check: confirms materials and components before production starts.
- During-production inspection: checks early output, so problems can be corrected while production is still running.
- Pre-shipment inspection: checks the finished order before shipment and final payment.
- Container loading check: confirms quantity, cartons and loading condition when goods are loaded.
Many buyers start with a pre-shipment inspection and add other checks for larger, more complex or repeat orders.
When to schedule it
The inspection is usually done when most of the order is produced and packed. If it is too early, the inspector cannot see the finished packing; if it is too late, there is no time to fix problems before the shipping date.
Practical points:
- Agree on the inspection in the purchase terms, so the supplier expects it.
- Ask the supplier for a realistic ready date and confirm it a few days before.
- Link the balance payment to the inspection result, where possible.
- Plan time for rework and re-inspection in case the first inspection finds problems.
What is checked
A typical pre-shipment inspection covers several areas. The exact checklist should be based on your product and your specification.
Quantity
The inspector checks how many units and cartons are finished and packed, and compares this with the order.
Appearance and workmanship
Visual defects such as scratches, stains, uneven stitching, loose parts, wrong colours or poor finishing. The inspector compares units with the approved sample or reference photos.
Function and measurements
Does the product work as intended? Depending on the product, this can include assembly, opening and closing, electrical function, fit, or simple measurements of size and weight against your specification.
Packaging and labelling
- Correct retail packaging, inserts and instructions.
- Barcodes, labels, logos and country-of-origin marks where required.
- Carton marks, carton size and weight, and the strength of the master cartons.
Specific requirements
Any extra checks you agreed in advance, for example a drop test of cartons or checking particular materials.
AQL sampling in general terms
It is rarely practical to check every unit in a large order, so inspections usually use statistical sampling. The most common approach is called AQL, short for acceptance quality limit, based on international sampling standards such as ISO 2859-1.
In simple terms:
- The order size determines the sample size. The inspector randomly picks a defined number of units from the finished goods.
- Defects are classified, usually as critical (unsafe or illegal), major (likely to cause a return or complaint) and minor (small issues that do not affect use).
- The buyer sets an acceptable limit for each class. Stricter limits are usually set for more serious defects, and critical defects are often not accepted at all.
- The result is pass or fail depending on whether the number of defects found is within the limits for that sample size.
The right limits depend on your product, your market and your customers. What matters most is to agree on them before the inspection, so the supplier, the inspector and you all use the same standard.
How to prepare for a successful inspection
The quality of an inspection depends on the quality of the instructions. Before the inspection, prepare:
- An approved sample or a clear reference with photos and specification.
- A written checklist of what must be checked and what counts as a defect.
- Packaging and labelling details, including artwork files where relevant.
- Defect classification and acceptable limits, as described above.
- Any test requirements that need equipment, so the supplier can prepare it.
If you have not approved a sample yet, our article on how to order samples from China explains how to use samples as the reference for the order.
What happens if the goods fail
A failed inspection is not the end of the order. It gives you information while you still have options:
- Rework or sorting: the supplier fixes or removes defective units, followed by a re-inspection.
- Replacement: defective units are replaced with new production.
- Price adjustment: for minor issues you can accept, a reduction can be agreed.
- Delay or cancellation: for serious problems, according to what your contract allows.
Decide in advance who pays for re-inspection and how much time the supplier has to fix problems. Keep the report and photos as a record.
Reading the inspection report
A useful report is more than a pass or fail line. Look for:
- the sample size and the limits that were applied;
- a list of defects by type and class, with photos;
- measurements and function test results;
- photos of packaging, labels and carton marks;
- any notes on quantity shortfalls or unfinished goods.
If something in the report is unclear, ask before you decide on the next step.
How TOPDANBAZ helps
Our team in Yiwu coordinates product and quality inspection at suppliers and warehouses: checking quantity, appearance, function, packaging and labelling against your sample and requirements, with a report and photos. When goods come from several suppliers, we can check them at the consolidation point before they are packed for shipping, and then coordinate the next steps with logistics coordination. An inspection reduces risk; it cannot guarantee that every unit is perfect, and we are clear about that.
Shipping and import documents should also match the inspected goods. Customs requirements differ by country. For details, contact our team in China.
For the wider process, see our guide on how to import from China, or read how we work on our how it works page.
FAQ
Is pre-shipment inspection necessary for small orders?
It is not mandatory, but even small orders can have wrong colours, labels or packing. For a first order with a new supplier, an inspection is often worth considering.
Who pays for the inspection?
Usually the buyer pays for the first inspection. Many buyers agree with suppliers that the supplier pays for re-inspection if goods fail.
Does a passed inspection mean every unit is perfect?
No. Sampling checks a portion of the order. A pass means the defects found were within the agreed limits for that sample.
Can the supplier do the inspection instead?
Suppliers do their own quality control, but an independent check by someone working for you gives a separate view of the goods.
If you have an order coming up and want it checked before shipment, send us a product request with the details.
