Inspecting goods before they leave China
You cannot fix quality after the container has sailed — you can only argue about it. This page sets out when to inspect, how many pieces actually get checked, what to examine, and how to turn the report into leverage before you release the balance payment.
The four inspection stages
| Stage | When | What it catches | Worth it when |
|---|---|---|---|
| Pre-production (PPI) | Raw materials and components arrive at the factory | Wrong materials or components substituted before anything is made | First order, expensive materials, strict certification requirements |
| During production (DPI / DUPRO) | Roughly 20–50% complete | Defects while they can still be corrected cheaply | Large orders, long production runs, tight delivery deadlines |
| Pre-shipment (PSI) | Goods finished, at least 80% packed | Whether what you agreed to buy is what is in the cartons | The standard choice for almost every order |
| Container loading supervision (CLS) | While loading | Wrong quantities, substitution after inspection, poor loading and stacking | High-value goods, mixed containers, first-time suppliers |
A fifth option exists — 100% full inspection — used where a defect is unacceptable at any rate (safety-critical parts, very high unit value). It costs more per unit than sampling, sometimes far less than a recall.
The four stages
Read left to right — this is the production timeline, and where each inspection sits on it.
AQL: how many pieces actually get checked
Your inspector does not open every carton. Sampling follows a statistical standard — normally ANSI/ASQ Z1.4 (ISO 2859-1), general inspection level II, single sampling, normal severity. The two inputs are the lot size and the agreed AQL, the acceptable quality level.
| Lot size (pieces) | Cartons to open | Sample size | AQL 2.5 Accept / Reject | AQL 4.0 Accept / Reject |
|---|---|---|---|---|
| 91 – 150 | Select from all | 20 | 1 / 2 | 2 / 3 |
| 151 – 280 | Select from all | 32 | 2 / 3 | 3 / 4 |
| 281 – 500 | Select from all | 50 | 3 / 4 | 5 / 6 |
| 501 – 1,200 | Select from all | 80 | 5 / 6 | 7 / 8 |
| 1,201 – 3,200 | Select from all | 125 | 7 / 8 | 10 / 11 |
| 3,201 – 10,000 | Select from all | 200 | 10 / 11 | 14 / 15 |
| 10,001 – 35,000 | Select from all | 315 | 14 / 15 | 21 / 22 |
Simplified reference table. Defects are normally counted separately as critical (unsafe or illegal), major (would be rejected by the buyer) and minor (noticeable but acceptable), each with its own AQL — commonly 0 for critical, 2.5 for major and 4.0 for minor. Confirm against the current standard before writing it into a contract.
Reading it correctly
At 5,000 pieces, AQL 2.5 for major defects, your inspector checks 200 pieces. If 8 contain major defects, the batch fails (the limit is 7). It does not mean the shipment is 4% defective or that it will definitely be rejected on arrival — it means the statistical evidence says the lot does not meet the agreed standard, and you are entitled to require rework before paying.
Put the AQL in writing before production starts — in the contract or pro-forma invoice, with the standard named and the levels agreed. Agreeing the AQL after inspection results arrive is negotiating, not inspecting.
What gets checked
| Category | Typical checks |
|---|---|
| Quantity & packing | Carton count against packing list, pieces per carton, assortment, weight per carton, packing method |
| Appearance | Colour and shade consistency, surface finish, scratches, burrs, deformation, odour |
| Dimensions & weight | Against approved drawings or the sealed reference sample, within agreed tolerance |
| Function | Assembly, moving parts, electrical function, power consumption, real use test |
| Safety & compliance | Labels, markings, warnings, certifications in the destination language, barcodes that scan |
| Packaging | Inner and outer packing, print quality, shipping marks, pallet condition, drop or stacking behaviour |
Photographs matter more than adjectives. A report saying “packaging poor” is arguable; a photo showing a torn carton and a misaligned shipping mark is not. Ask for close-ups of every defect plus overview shots proving where they were found.
Doing it yourself
Third-party inspection is not mandatory. If you are in China already — during a factory visit — you can do much of it yourself with a phone, a tape measure and discipline:
- Write your checklist before you arrive, from your own specification sheet.
- Work from a sealed reference sample, not memory.
- Pick cartons yourself — from the top, middle and back of the stack, not only the ones brought to you.
- Count pieces in at least three cartons fully.
- Photograph everything: defects, labels, packing, pallets, container number and the seal.
- Write the outcome down the same day and have both sides sign it, or send it by email and ask for confirmation.
Hiring an inspection company
International inspection firms operate by the man-day, with market rates commonly in the range of USD 200–400 depending on country, sector and whether testing equipment or travel is involved. One man-day typically covers 300–1,000 units of straightforward consumer goods.
What to require from any provider:
- A sample report before you book — judge whether it contains photos, measurements and clear pass/fail conclusions, or vague commentary.
- The standard and AQL named in writing on your booking.
- Confirmation that inspectors are employees or vetted contractors, and that the provider has no relationship with your supplier.
- The report delivered before you release payment — agree this timing with the supplier in the contract, not just with the inspector.
- Clear pricing for travel, re-inspection and weekend work, which are common extras.
Using the report
The report only has value if your payment terms give it teeth. A structure that works:
- Deposit to start production — commonly 30%.
- Balance against inspection pass, before shipment and before the container leaves. Not against a copy of the bill of lading, which usually means after it is too late.
- For a failed inspection: written agreement on rework, re-inspection who pays for it, and a revised date — before anyone discusses money.
Never let urgency replace inspection. “The ship is leaving today” is the most expensive sentence in this business. If production finished late, that is the supplier’s scheduling problem, not your reason to skip checking.
Frequently asked
When exactly should I book the inspection?
When production is finished and at least 80% packed. Give the provider roughly 3–5 working days’ notice; in peak season before Canton Fair or Chinese New Year, more. Booking after goods have moved to the port is usually too late or costs extra.
My supplier says sampling is unnecessary and offers their own QC report. Should I accept it?
Their internal QC report is useful information, but it is not independent evidence. Keep it as a document, and still appoint inspection that you instruct and pay for.
What AQL should I use?
A common arrangement is 0 for critical defects, 2.5 for major and 4.0 for minor. Stricter is possible but raises reject rates on genuinely acceptable goods. Decide by how costly a failure would be downstream — not by habit.
The inspection failed. Now what?
Get the failure in writing with photos, then agree three things before anything else: what will be reworked, who pays for re-inspection, and the new date. Do not release the balance payment against a promise.
Does inspection cover compliance?
A visual inspection does not. Certifications, chemical composition, electrical safety and other regulated requirements need laboratory testing — arrange that separately and earlier, since testing takes weeks.
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