Pre-Shipment Inspection Checklist
Last updated: 2026-08-31
Quick answer
A pre-shipment inspection checks the finished goods after production but before they leave the factory: quantity, workmanship, function, packing, labelling and, if requested, container loading. Use an AQL sampling plan and only release payment against a pass result.
Definition
Pre-shipment inspection (PSI) is a quality check performed when at least 80 percent of an order is packed and ready. An inspector samples units using an AQL plan, records defects by severity, and reports whether the batch is acceptable to ship.
Key points
- · Inspect at 80 to 100 percent production complete, not at the start of packing.
- · Use an AQL sampling plan (such as ANSI/ASQ Z1.4) so the sample size and accept numbers are objective.
- · Check quantity, workmanship, function, packing and labelling, plus on-time shipment risk.
- · Classify defects as critical, major or minor; a critical defect can reject the whole batch.
- · Tie payment release to the inspection result, not to the supplier's promise.
Step by step
- 1. Schedule at the right moment
Book the inspection when production and packing are 80 percent done, so you can still hold or fix the batch.
- 2. Agree the AQL level
Set the acceptable quality limit and sample size with the buyer before the inspection.
- 3. Run the checks
Count quantity, test function, assess workmanship, verify packing and labelling against the spec and the purchase order.
- 4. Act on the result
Accept, request rework, or reject. Release payment only against a pass, and photograph loading if included.
Examples
A PSI on a toy order found a labelling error on 12 percent of units; the supplier reworked the batch before container loading.
A PSI on small appliances found a critical electrical defect; the buyer rejected the batch and re-sourced rather than risk a recall.
Checklist
- ☐ Production and packing at least 80 percent complete
- ☐ AQL level and sample size agreed
- ☐ Quantity counted against the purchase order
- ☐ Function and workmanship tested
- ☐ Packing and labelling verified to spec
- ☐ Result tied to payment release
Frequently asked questions
When should pre-shipment inspection happen?
When 80 to 100 percent of the order is produced and packed. Earlier gives too little to sample; later leaves no time to fix.
What is AQL?
Acceptable Quality Limit: the worst tolerable defect rate in a batch. It sets the sample size and the accept or reject numbers used during inspection.
Does inspection replace a factory audit?
No. Inspection checks the batch; an audit checks the site and system. Use both: audit the factory, inspect the shipment.
Sources
- ANSI/ASQ Z1.4 sampling standardThe common AQL sampling plan used for inspections.
- ISO 2859 attribute samplingInternational equivalent for lot-by-lot inspection.
- FactoryAuditB2B inspection serviceHow we scope and report pre-shipment inspections.
Related guides
Have a supplier already?
Send us the company name and address. We will tell you what we can confirm, what we cannot, and what it costs.