Pre-shipment Inspection: What a QC Report Must Contain

A pre-shipment inspection is only useful if its report lets you make a decision. A page marked “PASS” with a few factory photos is not a quality-control report. A good report identifies exactly what was inspected, against which requirements, using which sampling method, what was found and what remains unresolved. Use this checklist before accepting any inspection report — whether it comes from an inspection company, a sourcing agent or your own local representative.

1. Product, order and inspection identification

• Buyer and supplier. The report must identify the buyer, factory and, where different, the trading company. The inspection location must be stated.
• Purchase order and product references. Include the PO number, item or model references, descriptions, variants, colours and the quantities ordered. The references must match the commercial and technical documents.
• Inspection details. Record the inspection date, report number, inspector's name, arrival and departure times, and the supplier representatives present.
• Production status. State how many units were completed, packed and available for random selection. A pre-shipment inspection should normally take place when production is complete and most goods are packed.

2. Reference documents and acceptance criteria

• List every document used: approved specifications, drawings, bill of materials, approved sample, packaging artwork, labels, manuals, test instructions and applicable purchase-order clauses.
• Identify each document by revision or date. “According to client requirements” is not traceable enough.
• Record the agreed defect classifications, sampling plan, AQL limits and any zero-tolerance requirements before reporting the result. The inspector should not invent acceptance criteria at the factory.

3. Sampling method

• Lot size and sample size. State the total lot presented and the number of units inspected for each product reference.
• Sampling basis. Identify the agreed sampling standard and level — commonly ISO 2859-1 or an equivalent plan — together with the AQL values used for critical, major and minor defects.
• Random selection. Explain where the samples were selected from and confirm that the inspector, not the factory, selected them across different cartons, pallets or production batches.
• Special tests. State separately how many units were used for measurements, functional tests, destructive tests or other checks that use a different sample size.

4. Quantity, assortment and production status

• Compare ordered, produced, packed and inspected quantities by model or variant.
• Check the assortment: colour, size, voltage, plug, accessories, language and market-specific versions.
• Record unfinished, unpacked, reworked or unavailable goods. The report must not silently extrapolate inspected results to products that were not ready.
• Include carton and pallet counts where they are relevant to shipment release.

5. Workmanship and defect findings

• Defect list. Every defect must have a clear description, classification, quantity affected and photograph. Similar defects should be counted consistently.
• Critical defects. Conditions that could create a safety, legal or serious user risk. The normal acceptance number is zero unless an authorised specification states otherwise.
• Major defects. Defects likely to cause product failure, materially reduce usability or make the product unacceptable to the customer.
• Minor defects. Defects that do not materially affect function but depart from the approved appearance or workmanship standard.
• Show the allowed and observed number for each class, not only a combined defect total. Identify repeated patterns that may indicate a process problem.

6. Dimensions, materials and product specifications

• Provide an actual-versus-required table for every controlled dimension, weight, material, finish, colour, rating or configuration.
• Record the measuring instrument, its resolution where relevant and the number of units measured. Equipment should be suitable for the required tolerance and within calibration where necessary.
• Photograph the measurement being taken so that the instrument display, measuring position and product reference are understandable.
• Do not replace measurements with “OK”. Report the values, especially for critical dimensions and performance characteristics.

7. Functional, performance and safety checks

• List each test, method, sample size, acceptance requirement and actual result. Examples include assembly, operation, load, leakage, electrical function, stability, noise or endurance checks.
• Distinguish tests performed during the inspection from laboratory tests or supplier declarations reviewed only as documents.
• Record the equipment used and provide photos or short videos for important dynamic tests.
• If a required test could not be performed, mark it not performed, explain why and identify the resulting open risk. It must not be reported as passed.

8. Packaging, labelling and shipment markings

• Check unit packaging, protective materials, accessories, spare parts, manuals and carton condition against the approved packing specification.
• Verify carton dimensions, gross and net weights, quantities per carton and pallet configuration where specified.
• Photograph and verify product labels, rating plates, barcodes, country of origin, handling marks, carton labels and shipping marks.
• Confirm that model, serial or batch information remains traceable between the product, packaging, report and shipment documents.
• Include any agreed packaging or drop test, with its method and result.

9. Photographic evidence

• Include wide views of the factory area, completed goods and packed stock, followed by product, test, measurement, label and defect close-ups.
• Photos must be sharp, dated or otherwise linked to the inspection, and captioned with the relevant product and finding.
• Use a ruler, scale or reference object where defect size matters. Photograph both the context and the close-up.
• Avoid repeated generic photos that prove only that the inspector visited a building.

10. Result, unresolved points and corrective action

• Clear result. State PASS, FAIL or PENDING according to the agreed rules. Show how the defect counts and test results lead to that conclusion.
• Open points. List missing documents, unavailable products, tests not performed, deviations awaiting buyer approval and any limitation of the inspection.
• Corrective action. Record the supplier's immediate response, proposed correction, responsible person and target date. Do not change a FAIL to PASS based only on a promise to rework.
• Reinspection or evidence review. Define how closure will be verified. Significant or widespread defects normally require reinspection or controlled evidence after rework.
• Buyer decision. The inspector reports findings; the buyer decides whether to release, rework, re-inspect, accept a deviation or cancel. Shipment authorisation should remain explicit.

QC report release checklist

• ☐ Buyer, supplier, factory, PO, product and inspection are fully identified.
• ☐ Production and packing status supports a valid pre-shipment inspection.
• ☐ Specifications, approved sample and acceptance criteria are traceable.
• ☐ Lot size, random sample size, sampling plan and AQL values are stated.
• ☐ Quantities and variants are reconciled against the purchase order.
• ☐ Every defect is described, classified, counted and photographed.
• ☐ Actual dimensions and test results are recorded — not only “OK”.
• ☐ Functions, safety-related checks, packaging, labels and markings are covered.
• ☐ Missing checks and unresolved risks are stated clearly.
• ☐ PASS, FAIL or PENDING follows the agreed acceptance rules.
• ☐ Corrective actions and the method for verifying closure are defined.
• ☐ Shipment release remains a documented buyer decision.

What this looks like in practice

Panda United prepares the inspection scope from your purchase order, approved specifications and risk points; coordinates or performs the inspection in China; and delivers an evidence-based report with defect counts, actual measurements, test results, packaging checks and unresolved risks. An inspection reduces uncertainty — it does not guarantee that every unit is defect-free. The value lies in making the shipment decision before the balance is paid and the goods leave China.