Pre-shipment inspection checklist
A shipment-release checklist for buyers who need to confirm product quality, cartons, documents, and balance-payment conditions before goods leave the supplier.
Before you approve balance payment
- Product identity: model, material, colour, logo, size, quantity and sample reference match the proforma invoice.
- Functional check: critical functions, accessories, spare parts and user-facing surfaces pass the agreed acceptance standard.
- Packaging check: inner pack, carton mark, barcode, warning label, pallet plan and export carton strength are documented.
- Photo/video evidence: inspection media includes current date, order number, carton labels and random carton opening.
- Document set: invoice, packing list, certificate, test report, export document and shipping marks are consistent.
- Release rule: balance payment is tied to passed inspection, corrected defects, or written deviation approval.
Traffic-light decision table
| Finding | Decision | Next action |
|---|---|---|
| Minor cosmetic issue, quantity and function pass | Go | Approve shipment with written record. |
| Missing label, carton mark, document, or accessory | Hold | Ask supplier to correct and send fresh proof. |
| Function failure, wrong material/model, or unverified account change | Stop | Reject release until inspected correction is confirmed. |
The goal is not to create paperwork for its own sake. The goal is to stop avoidable disputes before the shipment becomes expensive to recover.
Copy-ready supplier message
Please send a pre-shipment evidence pack before balance payment: dated product photos/video, random carton opening, carton marks, quantity count, packing list, invoice, and any required certificate/test report. If any item differs from the PI or approved sample, please list the deviation and correction plan before shipment release.
Use with the sourcing cluster
- Supplier follow-up questions help close information gaps before production.
- Landed-cost worksheet compares total cost and freight assumptions.
- Payment-risk matrix decides whether payment exposure is acceptable.