Pre-shipment inspection in China is a final quality check carried out before goods leave the factory. It helps importers verify that finished products meet the agreed specifications, order quantity, packaging requirements, and quality criteria before shipment. The inspection usually takes place after production is complete and the goods are ready for dispatch.
A well-planned PSI inspection process compares the actual products against the purchase order, approved samples, technical specifications, and inspection criteria agreed with the supplier. Depending on the product, it may cover workmanship, dimensions, functionality, labeling, packaging, and quantity. However, a pre-shipment inspection is generally sample-based, so it cannot guarantee that every unit in the shipment is defect-free.
What Does Pre-Shipment Inspection in China Check?
The purpose of pre-shipment inspection is to identify deviations from agreed requirements before the buyer accepts the shipment. The inspection scope should reflect the product's function, value, complexity, and potential failure risks.
A China pre-shipment inspection checklist commonly covers the following areas.
1. Product quantity and assortment
Inspectors verify the available quantity against the purchase order and packing list. For orders containing multiple models, sizes, colors, or configurations, the inspection should also confirm that the assortment matches the order.
2. Appearance and workmanship
Visual checks look for issues such as scratches, dents, stains, loose components, poor assembly, inconsistent finishing, and other visible defects. The acceptance criteria should distinguish between defects that affect product use and minor cosmetic variations.
3. Dimensions and specifications
Inspectors measure selected samples against approved drawings, dimensions, tolerances, materials, or other technical requirements. For customized OEM or ODM products, the latest approved specification should be used rather than an outdated sample or quotation.
4. Functional performance
Depending on the product, functional checks may include power-on tests, operating tests, mechanical movement, connection verification, or other basic performance checks. More demanding electrical, chemical, safety, or durability requirements may need dedicated laboratory testing or specialized inspection equipment.
5. Packaging, labeling, and shipping marks
The inspection should verify product packaging, carton condition, quantities per carton, labels, barcodes, model numbers, and shipping marks. For retail products, packaging and labeling errors can create problems even when the products themselves meet specifications.
6. Product-specific requirements
Some products need additional checks. Furniture may require assembly and dimensional verification; electronics may need specified functional tests; industrial components may require material, tolerance, or performance verification.
The inspection scope should be documented before the inspector visits the factory. SGS's pre-shipment inspection service describes checks covering quality, quantity, marking, packing, and loading, illustrating why the inspection scope should extend beyond appearance alone.
How Does the PSI Inspection Process Work?
A reliable inspection process begins before the inspector arrives at the factory. Buyers need to establish measurable acceptance criteria and ensure that the inspection reflects the actual purchase agreement.
Step 1: Confirm the inspection requirements
Prepare the purchase order, approved sample, product specifications, drawings, packaging requirements, and any relevant test procedures.
Define which defects are considered critical, major, or minor, where these classifications are appropriate. Agree on the sampling method and acceptance criteria in advance rather than deciding what constitutes an acceptable result after the inspection.
Step 2: Schedule the inspection with the supplier
Coordinate the inspection date with the factory and inspection provider. Confirm that the goods will be sufficiently complete and ready for inspection, with access to the products, packaging materials, and relevant production records.
If the order includes several product models or production batches, specify which lots and configurations must be covered.
Step 3: Select samples and conduct checks
The inspector checks the quantity and condition of the goods and selects samples according to the agreed inspection plan. Depending on the scope, the work may include visual inspection, measurements, functional tests, packaging checks, and verification of labels or shipping marks.
Sampling plans based on ISO 2859-1:2026 provide a recognized framework for lot-by-lot acceptance sampling by attributes. The appropriate plan depends on the order, product risks, and agreed acceptance criteria.
Step 4: Review the inspection report
The report should document the inspection scope, quantity checked, test results, identified defects, supporting photographs, and the outcome against the agreed criteria.
Check whether the report covers the actual order and product specifications. A report showing acceptable appearance does not automatically establish compliance with requirements that were never tested.
Step 5: Address defects before shipment
If the inspection identifies problems, ask the supplier to explain the cause and propose corrective action. Depending on the issue, the response may involve sorting, rework, replacement, additional testing, or a new inspection.
The buyer should review the corrective action and determine whether reinspection is necessary before authorizing shipment. The procedure for handling rejected goods should be consistent with the purchase contract and agreed quality requirements.
When Should You Schedule Pre-Shipment Inspection?
The best time for pre-shipment inspection in China is after production is complete and the goods are sufficiently ready for representative sampling, but before shipment and any final payment milestone that depends on inspection results.
Intertek's final random inspection service describes inspection at the stage when merchandise is completed, packed, and ready for shipment.
For practical planning, consider three timing points:
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Before production is complete: If manufacturing is still underway, a final inspection may provide an incomplete picture of the order. If early defects are a concern, consider a separate during-production inspection.
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When finished goods are ready: Coordinate the PSI once the goods can be checked against the agreed requirements and representative samples can be selected.
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Before shipment and relevant payment deadlines: Leave enough time to review the report, correct defects, arrange reinspection if necessary, and adjust the shipping schedule.
There is no universal number of days that applies to every product and factory. Inspection availability, order size, location, test complexity, and production readiness all affect scheduling.
Do not book the inspection so late that a failed result leaves no realistic opportunity to correct the goods before the vessel or transport booking.
China Pre-Shipment Inspection Checklist
Use the following checklist when preparing an inspection request. Adapt it to the product rather than treating every item as mandatory for every order.
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For recurring orders, retain the inspection report alongside the approved sample, purchase order, and any specification revisions. This makes it easier to compare production batches and investigate recurring quality issues.
What Are the Limitations of Pre-Shipment Inspection?
PSI is an important quality-control checkpoint, but it should not be treated as a substitute for every other procurement safeguard.
First, sample-based inspection does not examine every unit. A shipment may contain defects that are not present in the selected sample. The sampling plan and acceptance criteria should therefore reflect the buyer's tolerance for quality risk.
Second, an inspection only evaluates the requirements within its agreed scope. If the buyer needs proof of electrical safety, chemical composition, regulatory compliance, or long-term durability, a visual and functional PSI may not provide sufficient evidence.
Third, pre-shipment inspection does not establish that the supplier is financially reliable, legally compliant, or capable of maintaining consistent quality over future orders. Those concerns require separate checks.
Buyers should therefore treat product inspection and supplier verification as complementary activities. Before committing to a supplier, review the guidance on finding reliable suppliers in China. If an agent coordinates the inspection, also clarify the provider's responsibilities and reporting arrangements using this guide to verifying a China sourcing agent before paying a deposit.
Finally, a passed inspection should not automatically trigger shipment if contractual issues remain unresolved. Buyers should confirm that the report meets the agreed acceptance criteria, any required corrective actions are complete, and the payment and shipping conditions have been satisfied.
