China Pre-Shipment Inspection Report Template
A pre-shipment inspection is the last chance to catch problems before you pay the balance and the goods leave the factory. This template gives you a clean report structure for quantity, sampling, defect counts, packing checks and a clear pass or fail decision, ready to export to PDF or Word.
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China Pre-Shipment Inspection Report Template
Pre-Shipment Inspection Report
Buyer: Northfield Industrial Supply Inc. Factory: Ningbo Hengda Precision Co., Ltd., Beilun District, Ningbo PO number: PO-24-1187 Product: Aluminium housing HX-220 Inspection date: 2026-11-10 Inspector: A. Wang
Quantity Verification
| Item | Quantity | Comment |
|---|---|---|
| Order quantity | 2000 | |
| Finished and packed | 2000 | |
| Cartons opened | ||
| Total cartons |
Sampling Plan
Inspection level: General II AQL: Not allowed / 2.5 / 4.0 Sample size: 125
Defects Found
| Class | Found | Allowed (accept) | Result |
|---|---|---|---|
| Critical | 0 | ||
| Major | 4 | ||
| Minor | 6 |
Checks
| Check | Method | Result | Comment |
|---|---|---|---|
| Dimensions vs drawing | Caliper / gauge | ||
| Function test | Per work instruction | ||
| Appearance vs approved sample | Visual | ||
| Labels and markings | Visual | ||
| Packing and carton drop test | Per spec | ||
| Shipping marks and barcode | Scan |
Findings and Remarks
Four units with burr on mounting boss, reworked on site. Six units with light surface marks within minor limit. Carton marks match PO.
Overall Result
Pass
Sign-off
Complete the accept and reject numbers from your AQL table (ANSI/ASQ Z1.4 or ISO 2859-1) for the chosen sample size. This template is a record structure and does not replace your inspection standard or contract.
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When to inspect
Inspect when at least 80 percent of the order is finished and the goods are packed or at least in cartons, so the sample can be drawn at random from the full lot. Inspecting too early means the last units, which often have the most problems, are never seen. Tell the factory the date in advance and agree that the balance payment depends on a passing result. If you use a third-party agency, give the inspector this template or your own checklist and the approved sample.
Sampling and AQL
Most buyers use ANSI/ASQ Z1.4 or ISO 2859-1 single sampling at General Level II. The lot size sets a sample code letter, and the AQL sets the accept and reject numbers. Common choices for consumer and industrial goods are not allowed for critical defects, 2.5 for major and 4.0 for minor. Safety-related or high-value parts deserve tighter limits. Record the sample size, the AQL values and the defects found, then compare against the accept number from the table.
- Draw the sample randomly from several cartons
- Classify defects as critical, major or minor in advance
- Document every defect with a photo
- State the AQL in the purchase order, not afterwards
Reading the result
Pass means the defect counts are within the accept numbers and no critical defect was found. Fail means the lot should be reworked and presented again, at the factory's cost if the contract says so. Pass with concession should be rare and needs a documented decision from the buyer. Never release the balance on a pending result. Keep the report with the PO, because it is evidence if a claim or chargeback arises later.
Common mistakes
Do not let the factory select the cartons for you. Do not accept a report without photos, a sample size or a signed factory acknowledgement. Make sure shipping marks and barcodes are checked, since wrong labels can cause a warehouse rejection even when the goods are good. Finally, an inspection does not prove every unit is good, it only gives statistical confidence at the chosen AQL.
Frequently Asked Questions
What AQL should I choose for China-made goods?
A common starting point is not allowed for critical, 2.5 for major and 4.0 for minor defects at General Level II. Tighten these for safety parts or expensive items, and write the AQL into the purchase order before production starts.
Who should perform the inspection?
Either your own quality staff, a local representative or a third-party inspection company. Independence matters, so avoid relying only on the factory's own QC report for high-value orders.
Is this the same as a final random inspection?
Yes, pre-shipment inspection is the common name in sourcing and final random inspection is the quality-industry term. Both refer to a sample-based check of finished goods before shipment.
What if the lot fails?
The factory should sort and rework the goods and request a re-inspection. Agree in the contract who pays for re-inspection and what happens if a second inspection also fails, including your right to reject or cancel.
If you want inspection results flowing into your ERP quality records, Netray can help connect reports like this to your inspection and receiving process.
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