Quality inspection explained: what happens on inspection day
A pre-shipment inspection follows a set order: count the finished, packed goods, draw a random sample from the whole lot, check packing and labels, inspect appearance, take measurements, run the tests you specified, then report. Send the inspector your specification and approved sample first, because a pass covers only the checks actually performed.
Before the visit: what the inspector needs from you
An inspector can only check what you have written down. Send the specification revision, photographs or a retained counterpart of the approved sample, your defect list with each defect's class, the sampling plan, the artwork and barcode files, and the list of functional tests with how to run them. How to set the sampling plan is covered in AQL sampling in practice. For documenting product materials and components, see the bill of materials guide.
Agree with the factory what ‘ready’ means: goods finished and packed, cartons accessible, and the equipment for any specified test available. A visit booked before the goods are ready produces a report about a lot that does not yet exist. For scheduling around factory closures, see our China working-day lead-time guide.
On the day: the checks in order
The table shows a typical visit. The order matters: counting and random selection come first so that everything afterwards is about a defined lot and a sample the factory did not choose. If the inspector is not given access to the whole lot, the report should say so.
Expect photographs at each step: the cartons counted, the cartons opened, each defect found, and the measurement or test set-up. A finding without a photograph or a count is hard to act on later.
| Step | What the inspector does | What it tells you |
|---|---|---|
| Arrival and quantity | Counts finished, packed goods against the order and notes anything still in production | Whether the lot you are deciding on actually exists |
| Sample selection | Picks cartons at random from the whole lot, not from a pile the factory prepared | Whether the sample can stand for the lot |
| Packing and marking | Checks shipping marks, carton labels, inner packs and barcodes against your artwork | Whether the goods can be received and sold without relabelling |
| Appearance | Inspects sampled units against the approved sample and your defect list | How many units fall into each defect class |
| Measurements | Measures the dimensions and weights named in your specification | Whether parts will fit and match the listing |
| Function and on-site tests | Runs only the tests you specified, with the equipment available | Whether the product works as specified; nothing about untested properties |
| Report | Records counts, findings, photographs and any check not done | The evidence for your release decision |
What an inspection visit cannot settle
A visual and on-site check cannot establish chemical content, electrical safety performance, durability or anything else that needs laboratory equipment; when imports need laboratory testing covers that line. Nor does a pass on the sample certify every unit in the lot.
In Great Britain, OPSS guidance says the General Product Safety Regulations 2005 set the consumer-product safety baseline, with product-specific rules where relevant, and producers, which can include UK importers, must ensure goods are safe before placing them on the market. Treat a passed inspection and safety compliance as separate gates, and include traceability checks, such as the producer details and a batch reference, in the inspection brief. Northern Ireland follows a different framework, so confirm the destination first.
After the visit: turning the report into a decision
Read the exceptions before the verdict: goods not presented, cartons not opened, tests not done. A ‘pass’ with an untested requirement leaves that requirement open; reading a pre-shipment inspection report goes through this line by line.
If the lot fails, ask for a written disposition: which goods are affected, how they will be reworked or sorted, and how the corrected goods will be identified and re-inspected; see getting corrective action after a failed inspection. Record the release decision separately from the inspection result.
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Who inspects, and what it costs
The visit can be done by your own staff, by your sourcing partner's staff, or by an independent inspection company; choosing a QC inspection company sets out the trade-offs. Pre-shipment inspection is one of several checks; factory audit vs inspection reports explains what the others prove.
With Cambridge China Bridge, inspection and factory checks are normally included in our quote; anything complex enough to need a third party is charged separately, agreed in advance. For repeat orders from a factory you already use, our existing-supplier service can run the inspection brief and the follow-up with the factory.
Related help: Chinese New Year planner and a quote check and AQL sampling calculator.
Frequently asked questions
What happens during a pre-shipment inspection?
The inspector counts the finished goods, picks a random sample from the whole lot, checks packing and labels, inspects appearance, takes the specified measurements, runs the specified tests and writes a report with photographs.
What should I send the inspector before the visit?
The specification revision, the approved sample or its photographs, the defect list with classes, the sampling plan, artwork and barcode files, and the functional tests to run.
Can the factory choose the samples?
No. Ask for access to the whole declared lot and let the inspector select the cartons at random; a sample the factory prepared cannot stand for the lot.
Does a pass mean the shipment has no defects?
No. It means the inspected sample met the agreed criteria for the checks actually performed. Untested requirements remain open.