Oil Gas Equipment Preservation Shipping Checklist

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0 of 32 items complete

12 critical items still open - these are the highest-risk gaps.

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Release status and test records

Final inspection signed off and no open nonconformance reportsCRITICALPressure test records signed, with gauge calibration referencesCRITICALTest fluid drained and equipment dried after hydrostatic testCRITICALCustomer inspection hold points released in writingConcessions and deviations approved and attachedSerial numbers on the equipment match the data bookCRITICALPurchase order line items and quantities reconciled to the packing list

Preservation

Machined and sealing surfaces coated with the specified rust preventiveCRITICALThreads protected with caps or thread compound as specifiedFlange faces covered with rigid protectors, not only tapeCRITICALOpenings plugged or capped to keep out moisture and debrisValves shipped in the position required by the customer specificationDesiccant or vapor corrosion inhibitor used where requiredElastomer seals checked for shelf life datesPreservation period and re-preservation date recorded on the tag

Marking, packing and handling

Nameplate data complete and matches the data bookCRITICALMaterial identification marks not removed by coating or handlingLifting points identified, rated and marked with weightCRITICALCenter of gravity marked on heavy or uneven itemsCrates or skids designed for the transport mode and stack rulesWood packaging meets ISPM 15 where exportingCRITICALShipping marks, project number and PO number applied per the purchase orderLoose items bagged, tagged and cross referenced to the main itemShock or tilt indicators fitted where specified

Documents and logistics

Packing list, commercial invoice and certificate of origin preparedCRITICALMaterial certificates and data book included or sent as agreedCRITICALExport classification and any license requirement confirmedCRITICALHazard declarations for any batteries, chemicals or compressed gasIncoterm and delivery point confirmed with the customerCargo insurance and notified party details confirmedPhotographs of packed items taken before closing the crateStorage and handling instructions for the receiving site included

Every critical item must be checked before the shipment is released. Use the percentage to track overall readiness, not to waive critical items.

Tie shipment release to ERP data

Optional review of how quality holds, serial numbers and documents gate shipment in your ERP.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Work through the four groups with the packed item in front of you, not from memory. Mark each item as it is verified. Critical items are the ones that cause rejected shipments or safety problems. If any critical item is not checked, hold the release and record why. Export the completed list as a PDF and attach it to the shipment record or the data book so the evidence stays with the order.

Why preservation matters

Sealing surfaces, ring grooves and threads are machined to tight tolerances. A few weeks of humid storage or an ocean voyage can pit them, and the damage is only found at installation, when it is expensive to fix. Residual test water is a common culprit, which is why draining and drying after hydrostatic testing is a critical item. The customer specification usually sets the coating, caps and the preservation period.

Drain and dry after hydrotest, then preserve.
Protect flange faces with rigid covers.
Record the re-preservation date for long storage.

Documents and compliance

A shipment can be technically perfect and still be rejected at the gate because the data book is incomplete or serial numbers do not match. Check that nameplates, tags and paperwork agree line by line. For exports, confirm classification and any license requirement before the crate is closed, and that wood packaging complies with ISPM 15. Keep photographs of the packed condition as evidence in case of transit damage claims.

Common mistakes

Frequent problems include taping over flange faces instead of using rigid covers, shipping valves in the wrong position, losing loose items such as studs and gaskets, and sending the data book separately without telling the receiving site. Another is releasing on a verbal approval for a hold point. Make hold point releases written and attached to the order record.

Frequently Asked Questions

Who should sign off the shipping checklist?

Typically the quality representative and the shipping coordinator, with the project manager for customer hold points. The exact roles depend on your quality plan. The point is a named person accepting the critical items before release.

How long does preservation last?

It depends on the coating, packaging and environment, and the customer specification usually states a period such as six or twelve months. Record the date and the re-preservation requirement on the tag and in the documents.

What is ISPM 15?

ISPM 15 is the international standard for treating and marking wood packaging material used in international trade, to reduce the spread of pests. Crates and pallets made of solid wood usually need the treatment mark when exported.

Does this replace the customer's specification?

No. It is a general starting checklist. The customer specification, the purchase order and your quality plan take priority, so add or remove items to match them before using this as a controlled form.

If shipping release is done on paper, we can help tie the checklist to ERP shipment, serial number and quality hold data so nothing ships with an open item.

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Oil and Gas Equipment Preservation, Packing and Shipping Checklist