Pre-Shipment Inspection Guide for Importers

A pre-shipment inspection (PSI) checks a representative sample of finished goods against the purchase order and approved requirements before the cargo leaves the supplier. It gives the buyer evidence for an accept, rework, reinspection or hold decision; it does not replace supplier verification or product testing where testing is required.

TL;DR

• schedule PSI when the goods and packing are ready for representative sampling
• give the inspector the purchase order, approved sample, specifications and packaging rules
• separate quantity, workmanship, function, labeling and packaging findings
• use the report to choose accept, rework, reinspection or hold

When to schedule PSI

Schedule the visit when production is complete or sufficiently advanced for representative finished and packed goods to be available. Leave time for corrective action if the findings do not meet the agreed criteria. The exact timing depends on the order, production plan and shipping cut-off; do not promise a fixed turnaround without checking the shipment brief.

What the inspector needs

Send the purchase order, approved sample, product specification, drawings or photos, packaging and labeling rules, quantity by SKU, test requirements and the decision criteria. State which defects are critical, major or minor only if those definitions are agreed for the order. A report is stronger when the acceptance rules exist before the inspection.

A practical PSI scope

Check quantity and assortment, workmanship, dimensions or materials that can be verified on site, function tests that are defined in the specification, carton and inner packaging, labels, marks and visible damage. Record the sample identity, findings, measurements where required, photos and supplier comments. Separate what was observed from what the supplier stated.

How to use the report

A report is evidence for a commercial decision, not an automatic release instruction. Compare the findings with the agreed criteria. Accept when the evidence meets the approved decision rule. Request written corrective action and reinspection when the goods can be repaired. Hold when the evidence is incomplete or the defect affects the shipment decision. Do not authorize payment or shipment release from an inspection report alone.

What AQL sampling does not prove

AQL is a sampling approach, not a claim that every unit was checked or that future production will match the sample. Any sampling level, acceptance number and defect definition must come from the agreed inspection plan and lot context. ISO 2859-1 describes sampling procedures; it does not remove the need to define your product criteria.

Pre-shipment inspection decision flow

1. confirm the production stage and cargo-ready date
2. send the purchase order, specification, approved sample and labeling requirements
3. inspect representative finished and packed goods
4. record quantity, defects, tests, packaging and photo evidence
5. compare the findings with the agreed inspection criteria
6. accept, rework and reinspect, or hold the shipment

PSI scope and the decision it supports

Inspection area	What to verify	Why it matters
Quantity	Units, cartons, SKUs and assortment	Finds short shipment or mix-up before dispatch
Product	Workmanship, dimensions, materials and function	Tests the goods against the approved specification
Packaging	Inner packing, cartons, marks and labels	Reduces handling, receiving and identification problems
Report	Defect evidence, photos and agreed acceptance result	Supports a documented shipment decision

Questions to confirm before you proceed

When should I schedule a pre-shipment inspection?

Schedule it when production is complete or sufficiently advanced for representative finished and packed goods to be sampled, while there is still time for corrective action.

Does AQL inspection check every unit?

No. AQL is a sampling approach. The inspector checks a defined sample against agreed criteria; it does not prove that every unit is defect-free.

What should happen when a PSI report finds defects?

Compare the findings with the agreed criteria, document corrective action, and decide whether to rework, reinspect, hold or accept the shipment.

related reading

• Pre-shipment inspection procedure
• AQL 2.5 inspection checklist for Amazon FBA
• QIMA vs SGS inspection comparison
• Googol Traders services

Sources and further reading

• QIMA inspection procedure context
• ISO 2859-1 sampling standard page

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Request a China-side inspection

This guide explains the process. If you need a team to coordinate the visit and report, see our pre-shipment inspection services in China or request an inspection.