Inspection
Pre-Shipment Inspection in China: Full Guide
What PSI covers, how AQL sampling works step by step, and what the report should show.
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Report Template
The fill-in report professional inspectors use for pre-shipment inspections in China — report header, AQL standard, the 6 checkpoints, defect log, photo index and a PASS/FAIL conclusion (ISO 2859-1).
Get the Free Excel TemplateHow it works
Fill it in 3 steps
1
Header & standard
Record the order, product, factory and the AQL values you are judging against (Critical 0 / Major 2.5 / Minor 4.0 by default).
2
Six checkpoints
Packaging, appearance, function, dimensions, quantity, labeling — mark each pass or fail with measured specifics, then log defects.
3
Defects & conclusion
Count defects by class and compare with Ac/Re: ≤ Ac passes, ≥ Re fails. Sign, attach photos, state the next action.
Why the format matters
A report without numbers wins no claims
Most buyers lose money not because no inspection happened, but because the report was too vague to enforce. "Quality is good", "some minor scratches" and "looks acceptable" prove nothing when a container arrives wrong. A usable report records measured dimensions, defect counts by class, packaging and carton data, and a signed PASS/FAIL against AQL values agreed in the PO — so the factory cannot dispute the finding and the payment condition has a trigger.
What the template covers
| Section | What you record | Why it matters |
|---|---|---|
| A · Report details | Report no., date, client, supplier, factory address | Identifies the inspection — no duplicates, no disputes |
| B · Order & product | Product, model, PO no., order qty, unit price | Ties the report to a specific purchase |
| C · Inspection standard | ISO 2859-1, level II, AQL Critical/Major/Minor | The pass/fail rule — must match the PO |
| D · Quantity check | Ordered / produced / packed / sampled, Ac–Re | Catches short shipment and shows the sample basis |
| E · 6 checkpoints | Packaging, appearance, function, dimensions, quantity, labeling | Same six checks professional agencies use |
| F · Defects & result | Defects by class vs Ac/Re, final PASS/CONDITION/FAIL, signature | The enforceable conclusion |
| + Defect Log | Every defect: checkpoint, description, severity, qty, photo ref | Turns a rejection into a concrete rework list |
| + Photo Index | Photo no., what it shows, linked defect, verdict | Evidence, not opinion |
Enforceable, not decorative
Measured values and defect counts — the format a supplier cannot argue with.
Ties to payment
A signed result is the trigger for releasing the balance — or for rework.
Photo-backed
Built-in photo index so evidence travels with the conclusion.
Pair it with the AQL table
Sample size first, then the report
The report template tells you what to record. The AQL sampling table tells you how many units to inspect and how many defects are allowed for your batch size — that is the number that goes into section D of this report. Download both and you have the full inspection kit.
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Enter your email and the Excel file downloads immediately — report sheet, defect log, photo index and a how-to-use guide.
Need the inspection actually done? We inspect per ISO 2859-1 in Guangzhou, Shenzhen, Dongguan, Foshan and Zhongshan — photo + video report within 24 hours.
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FAQ
Inspection report questions
What should an inspection report contain?
Report and order identifiers, the inspection standard (ISO 2859-1) with AQL values, the sample size and Ac/Re numbers, results for the six checkpoints, a defect log with severity and quantity, photo evidence, and a signed final result.
What is the difference between Critical, Major and Minor defects?
Critical = safety or legal risk (one defect normally fails the batch). Major = the product does not work or does not meet spec, usually judged at AQL 2.5. Minor = cosmetic only, usually judged at AQL 4.0.
Can I refuse payment based on this report?
Yes — if the AQL values and the payment condition are written into the PO before production: balance released only after the goods pass a third-party pre-shipment inspection per ISO 2859-1 at the agreed AQL.
Do I need photos if the goods passed?
Yes — passing units, sample layout, packing and carton label. They prove the inspection happened and set a documented baseline for the next order.
What is the most common mistake in inspection reports?
Descriptions without measurements. "Quality is good" or "some minor scratches" is unenforceable. Record measured values, defect counts by class, carton weights and sample sizes so nothing can be disputed.
How long does a pre-shipment inspection take?
One inspector-day for a moderate order (report usually within 24 hours); two to three days for large orders or complex electronics with full function testing.
Keep Learning
View all guides Go deeper into quality control
The template is the paperwork. These guides are how the inspection actually protects your order.
Supplier Check
China Factory Audit: The Complete Guide
Verify a factory is real before you send a deposit — the red flags that catch fakes.
Read guide Free Tool
Free AQL Sampling Table (Excel)
How many units to inspect and how many defects are allowed, by batch size — the numbers for section D.
Get the table