A pre-shipment inspection should answer one question: does the finished shipment match the approved order and agreed quality requirements? A generic checklist is a starting point; the final plan must reflect the product, destination and buyer’s critical requirements.

1. Prepare the reference pack

  • Signed order specification and approved sample record
  • Artwork, rating-label and packaging approvals
  • Approved accessory list and spare parts
  • Applicable functional and safety-related test instructions
  • Sampling plan and defect classifications agreed by buyer and supplier

2. Verify shipment identity and quantity

Confirm the SKU, product description, purchase-order quantity, carton count, destination marks and selected samples. Record the production and inspection location, date, lot identity and any unavailable quantity.

3. Check workmanship and assembly

Look for damage, poor fit, loose fasteners, sharp edges, contamination, inconsistent colour, incorrect branding and assembly defects. Define which conditions are critical, major or minor before inspection so the result is not decided retrospectively.

4. Run product-specific function checks

Verify controls, no-load operation, speed adjustment, direction, guards, locks, supplied accessories and intended functions. Measurements and test durations should follow the approved inspection instruction; do not invent pass criteria on the inspection day.

5. Review markings and documents

Compare the rating label, model, voltage/frequency, warnings, manual languages and packaging statements with the approved files. Where compliance documents are required, verify the traceable model relationship separately rather than relying on the presence of a mark alone.

6. Inspect packaging and shipping readiness

Check unit protection, carton construction, dimensions, gross/net weights where agreed, accessories, barcode readability and shipping marks. Photograph representative open cartons, closed cartons and pallet or loading conditions.

7. Report findings so they can be acted on

The report should identify samples, findings, evidence and disposition. Separate observations from failures, show the applicable acceptance rule and record corrective action. DUPOW’s public QC library provides privacy-safe examples; controlled order reports remain subject to buyer and supplier approval.

Sampling noteISO 2859-1:2026 covers sampling schemes indexed by acceptance quality limit for lot-by-lot inspection. The appropriate plan and acceptance criteria must be agreed for the order; citing “AQL” without the inspection level, defect classes and limits is incomplete.

This article provides general sourcing information, not legal or conformity advice. Requirements and evidence must be confirmed for the exact product, configuration, market and placing-on-market date.