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PRE-SHIPMENT INSPECTION CHECKLIST

China Pre-Shipment Inspection Checklist

A pre-shipment inspection checklist for overseas buyers who need to check quantity, appearance, function, size, packaging, labels, documents, and shipment readiness before goods leave a China supplier.

By Kelsy Founder, Kelsy Sourcing Updated: Jul 6, 2026
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Pre-shipment inspection checklist with product samples, cartons, labels, measuring tools, inspection notes, and shipment documents on a warehouse table

Check the order before it leaves the supplier.

After shipment, a wrong label, missing accessory, weak carton, or quantity mismatch is much harder to fix. A pre-shipment inspection gives buyers one more chance to check the goods before paying the balance or releasing the order.

Check the basics
Ask for useful evidence
Find problems earlier
Look at the packing

Before you use this checklist

Use this checklist before you approve a shipment from China, especially if you are paying the balance or asking a freight forwarder to collect the goods. If you need someone to check the order on site, see Kelsy’s quality inspection service.

Before the inspection date, send the supplier a clear order basis: product specs, packaging details, labels, carton marks, and quantity. If those details are still scattered across chat messages, start with the Order Requirements Checklist first.

If production is still moving, use Production Follow-Up before booking inspection. For the documents and references to prepare, read the Quality Inspection Preparation Guide.

01

Set the inspection timing

Book the inspection when production is finished, or close enough that the inspector can check real shipment goods. Do it before balance payment or shipment release.

  • Ask whether production is finished or still in progress
  • Check whether the goods are packed, partly packed, or still unpacked
  • Confirm the inspection date, factory address, contact person, and available time
  • Schedule the inspection before final payment or shipment approval
  • Do not wait until the goods are already loaded or picked up
02

Check quantity and order details

Start with the order record. The inspector should know what was ordered, what is ready, and which version should be checked.

  • Product name, model, SKU, or item number
  • Order quantity and finished quantity
  • Carton quantity and units per carton
  • Approved sample or reference version
  • Purchase order, invoice, or order confirmation details
  • Missing items, extra items, or mixed goods
03

Check product appearance

Appearance issues are often easy to see in photos, but they still need a clear standard. Use the approved sample or written spec as the reference.

  • Color, finish, shape, and surface condition
  • Scratches, dents, stains, deformation, cracks, or loose parts
  • Workmanship consistency across checked samples
  • Logo position, printing quality, and marking accuracy
  • Differences from the approved sample, product photo, or written specification
04

Test basic function

Function checks should match the product. A lamp, bag, toy, kitchen tool, or electronic accessory each needs a different kind of basic test.

  • Basic use test based on the product type
  • Power, voltage, plug, switch, button, or control checks when relevant
  • Moving parts, assembly, opening, closing, fitting, or connection checks
  • Accessories and spare parts included with the product
  • Obvious abnormal noise, smell, overheating, leakage, or function failure
05

Check size, weight, material, and specs

If a detail was agreed in the quotation, sample approval, or order confirmation, it should be checked against that record.

  • Product size or key dimensions
  • Net weight and gross weight when they affect the order
  • Material, thickness, color, finish, or component details
  • Capacity, power, voltage, plug, or technical specification when applicable
  • Tolerance range or accepted variation, if already agreed
  • Differences between the sample and mass production goods
06

Check packaging, labels, and cartons

Packing mistakes can cause warehouse delays, relabeling work, shipment damage, or customer complaints. They are worth checking before the goods leave.

  • Inner packaging, outer carton, inserts, manuals, and accessories
  • Logo, private label, barcode, warning label, or market label
  • Carton marks, shipping marks, model number, quantity, and destination information
  • Carton strength, sealing, damage, moisture, or deformation
  • Packing method and product protection inside the carton
  • Pallet or consolidation requirements if they apply
07

Request photos, videos, and notes

Remote buyers need evidence they can actually read. Ask for photos and notes that show the issue, the quantity affected, and the part of the order involved.

  • Inspection area photos when appropriate
  • Product overview photos
  • Defect photos with close-up shots and quantity notes
  • Packaging and carton photos
  • Label, manual, barcode, and carton mark photos
  • Short function test videos when useful
  • Written notes for unclear or pending points
08

Decide what happens if problems are found

Inspection is only useful if the findings lead to a decision. Before shipment, agree what the supplier needs to fix, sort, replace, or explain.

  • Separate minor issues from serious issues
  • Ask the supplier for an explanation, rework plan, replacement plan, or sorting plan
  • Request photos or videos after correction
  • Decide whether re-inspection is needed
  • Do not approve shipment while important issues are still unclear
  • Keep all supplier confirmations in writing

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Want to check the order before shipment?

Send the order details, supplier updates, product requirements, and shipment schedule. Kelsy can help prepare a checklist before you approve shipment.

Start Inspection Preparation Talk to Kelsy
Usable checklist Focus on inspection points that can be seen, measured, photographed, or written down.
Photo evidence Organize photos, videos, and notes so remote buyers can review the result.
Packing review Check cartons, labels, manuals, accessories, and shipment marks before release.
Risk awareness Reduce avoidable shipment risk without pretending inspection removes every possible problem.

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