The Pre-Shipment Inspection Procedure Explained

Source: <https://blog.qima.com/quality-control/pre-shipment-inspection-procedure> Published: Sep 27, 2022 Categories: Inspections, Quality Control

TL;DR

What pre-shipment inspection is: A final quality check carried out when production is at least 80% complete, to verify quantity, quality, packaging, and safety basics before shipment.

Why it matters: Prevents costly returns and ensures goods meet buyer, regulatory, and packaging standards.

How it works: Inspections follow ISO 2859-1 / ANSI/ASQ Z1.4 sampling procedures, with defect classification (critical, major, minor) to decide pass/fail.

Deliverables: Same-day illustrated report with defect counts, photos, and recommendations.

Global context: The WTO PSI Agreement sets rules for government-mandated inspections in certain countries.

Why Perform a Pre-Shipment Inspection?

A professional pre-shipment inspection gives importers assurance that their goods meet the required standard before they’re dispatched.

Pre-shipment inspections are an important part of the quality control services that QIMA provides. This quality control procedure helps businesses to protect against the cost, disruption, and damage to brand image caused by sub-standard goods.

According to Market Analysis by Mordor Intelligence, the global pre-shipment inspection market size is valued at USD 16.53 billion in 2025 and is anticipated to expand to USD 21.32 billion by 2030, growing at a compound annual rate of 5.22%.

For importers, a pre-shipment inspection will ensure that serious quality problems are identified before products are shipped, protecting them from paying for defective or unsellable goods.

What is a Pre-Shipment Inspection?

A pre-shipment inspection is an inspection that is carried out near the completion of the production of an order. Having one done provides a final opportunity for a buyer to take corrective action before an order is completed and shipped.

Accredited inspection agencies perform pre-shipment inspections when production is at least 80% complete.

The pre-shipment inspection covers the functionality, performance, durability, overall appearance, and dimensions of goods that have been ordered.

The main purposes of a pre-shipment inspection are to:

• Give importers peace of mind that they will receive the right quantity of goods
• Ensure that an importer’s own specific quality requirements have been met, through customizable checks
• Check that packaging is correct
• Where appropriate, to issue certificates for import and billing purposes. Notably, some countries require a pre-shipment inspection certificate to allow goods through customs
• Provide the broader benefit of safeguarding brand reputation and reinforcing customer trust through a structured inspection process

What Inspectors Look for in a Pre-Shipment Inspection

When QIMA inspectors carry out a pre-shipment inspection, they work to a procedure that can be adapted for different importers, suppliers and types of merchandise.

After an inspection is completed, a detailed report is provided to the client on the same day the inspection is carried out.

Quantity Verification

Inspectors count finished and packed products and cartons to verify the correct order quantity. To pass, 80% of the order must be finished and packed.

Packaging Quality

Packaging is inspected to ensure compliance with client specifications. Checks include inner/outer packaging, export carton markings, dimensions, and weights.

Quality Verification

The most important part of a pre-shipment inspection is the review of workmanship quality. It involves following standardized checkpoints, according to the type of product inspected and the destination market. QIMA maintains hundreds of category-specific checklists.

Quality Verification – General Conformity to Specifications

Using client-provided samples and specifications, QIMA inspectors ensure that products meet important general issues of conformity:

• Color
• Construction and materials
• Product dimensions
• Artwork and labels

Quality Verification – Product Specific Tests

QIMA checks are highly customizable. These can include detailed checks related to specific areas of quality, tests of function and some safety tests.

Examples of product-specific tests:

1. Function Testing for Textiles – Pull, fatigue, and stretch tests for zippers, buttons, and accessories; fabric weight/composition checks; seam strength and stitches-per-inch count.
2. Mechanical Safety Tests – Sharp edges, pinch hazards, loose screws, weak hinges.
3. Electrical Safety Testing – Flammability tests, dielectric withstand (hi-pot) tests, earth continuity tests, critical component checks.

Workmanship and General Quality

Inspectors evaluate common defects such as blemishes in finishes, cracks, sharp edges, color inconsistency, stains, chips, or holes. Defects are classified as:

| Defect Type | Impact | Typical Outcome | |—|—|—| | Critical | Unsafe or non-compliant | Immediate fail; shipment blocked | | Major | Functional defect or large visible flaw | Compare against AQL; may require rework | | Minor | Cosmetic issue not affecting function | Accepted if within tolerance |

Inspection Location and Sampling Methods

The Inspection Visit

On-site inspections are preferred. Remote guided inspections are also available, where an inspector remotely guides factory staff through step-by-step instructions via video call.

Sampling Procedures and Acceptable Quality Limits

QIMA uses the internationally recognized statistical sampling procedure ISO 2859-1, or its ANSI equivalent, ANSI/ASQC Z1.4.

The Reporting Procedure

• Pass/fail result
• Key findings summary
• Photos and detailed notes
• Defect counts by severity

QIMA’s AI Interactive Report transforms traditional static inspection documents into dynamic, insight-driven reports that identify critical defects in seconds and reduce report review time by up to 90%.

FAQ

Is a pre-shipment inspection mandatory? Not globally, but some countries mandate PSI certificates under the WTO PSI Agreement.

What standards govern PSI sampling? ISO 2859-1 and ANSI/ASQ Z1.4 are the internationally recognized standards.

When should PSI be scheduled? When production is 80-100% complete and packed.

What is included in the PSI report? Same-day illustrated reports covering quantity, packaging, defects, and pass/fail decision.

How long does it take to book an inspection? QIMA can deploy inspectors within 48 hours worldwide.