PRE-SHIPMENT INSPECTION CHECKLIST
- Inspection Reference: _____________________________________________
- Purchase Order No.: _____________________________________________
- Invoice No.: _____________________________________________
- Exporter: _____________________________________________
- Buyer / Importer: _____________________________________________
- Inspection Date: _____________________________________________
- Inspection Location: _____________________________________________
- Inspection Agency: _____________________________________________
- Inspector Name: _____________________________________________
Product Description: _____________________________________________
This checklist is to be completed by the inspection agency or the buyer's quality representative during the pre-shipment inspection. All sections must be completed. Any non-conformity must be recorded in the relevant section and in the Non-Conformity Report (NCR) at the end of this checklist.
SECTION 1 — ORDER VERIFICATION
SECTION 2 — QUANTITY VERIFICATION
SECTION 3 — PRODUCT QUALITY AND SPECIFICATION
AQL Sampling Results:
SECTION 4 — LABELLING AND MARKING
SECTION 5 — PACKAGING AND CARTON INTEGRITY
SECTION 6 — DOCUMENTS VERIFICATION
SECTION 7 — OVERALL INSPECTION RESULT
NON-CONFORMITY REPORT (NCR)
Complete one NCR per non-conformity identified. Attach additional sheets as required.
SIGNATURES
- Inspector Signature: _____________________________________________
- Inspector Full Name: _____________________________________________
- Inspection Agency: _____________________________________________
- Date of Inspection: _____________________________________________
- Exporter Representative Signature: _____________________________________________
- Exporter Representative Name: _____________________________________________
- Date: _____________________________________________
- Buyer / Importer Acknowledgement (if present): _____________________________________________
- Date: _____________________________________________
- Doc 32 — Pre-Shipment Inspection Checklist — Neutral Template
| Item | Result | Notes |
|---|---|---|
| Purchase Order number matches goods presented for inspection | Pass / Fail / N/A | |
| Product description matches PO and invoice | Pass / Fail / N/A | |
| Total quantity ordered vs quantity presented for inspection | Pass / Fail / N/A | |
| HS Code matches product and invoice | Pass / Fail / N/A | |
| Country of origin marking on goods and packaging is correct | Pass / Fail / N/A | |
| Consignee details on shipping marks match invoice | Pass / Fail / N/A |
| Per Order / Invoice | Actual Count | |
|---|---|---|
| Total Units / Pieces | ||
| Number of Cartons / Packages | ||
| Total Net Weight (kg) | ||
| Total Gross Weight (kg) | ||
| Quantity Tolerance Applied (±____%) | Within tolerance: Y / N | |
| Sample Size Inspected (AQL Level: _____) |
| Quality / Specification Check | Result | Notes |
|---|---|---|
| Product matches approved sample / buyer-approved specification | Pass / Fail / N/A | |
| Dimensions / measurements within specified tolerance | Pass / Fail / N/A | |
| Weight per unit within specified tolerance | Pass / Fail / N/A | |
| Colour / finish / appearance matches specification | Pass / Fail / N/A | |
| Materials / composition matches specification | Pass / Fail / N/A | |
| Workmanship and construction quality acceptable | Pass / Fail / N/A | |
| No defects: critical defects (safety-affecting) | Pass / Fail / N/A | |
| No defects: major defects (functional / appearance) | Pass / Fail / N/A | |
| No defects: minor defects (cosmetic / minor) | Pass / Fail / N/A | |
| Defect rate within AQL acceptance level | Pass / Fail / N/A | |
| Product functions correctly (functional test where applicable) | Pass / Fail / N/A | |
| Safety features / warnings present as required | Pass / Fail / N/A |
| Defect Category | Acceptance No. | Rejection No. | Actual Found |
|---|---|---|---|
| Critical | |||
| Major | |||
| Minor | |||
| Overall Result: PASS / FAIL |
| Labelling / Marking Check | Result | Notes |
|---|---|---|
| Product labels match approved artwork / specification | Pass / Fail / N/A | |
| Language requirements for destination country met | Pass / Fail / N/A | |
| Country of origin stated correctly on label and packaging | Pass / Fail / N/A | |
| Net weight / net content declared correctly | Pass / Fail / N/A | |
| Ingredient / material list (if applicable) correct | Pass / Fail / N/A | |
| CE marking present (if required for EU destination) | Pass / Fail / N/A | |
| Safety symbols / warnings present and correct | Pass / Fail / N/A | |
| Shelf life / expiry date labelled (if applicable) | Pass / Fail / N/A | |
| Batch / lot number present (if applicable) | Pass / Fail / N/A | |
| Barcode / EAN code correct and scannable | Pass / Fail / N/A | |
| Importer / EU Responsible Person details on label (if required) | Pass / Fail / N/A | |
| Shipping marks on outer packaging match packing list | Pass / Fail / N/A |
| Packaging Check | Result | Notes |
|---|---|---|
| Inner packaging matches specification | Pass / Fail / N/A | |
| Outer carton / packaging matches specification | Pass / Fail / N/A | |
| Carton dimensions correct (L x W x H) | Pass / Fail / N/A | |
| Carton gross weight within limit for safe handling | Pass / Fail / N/A | |
| Carton compression / stacking strength adequate for sea freight | Pass / Fail / N/A | |
| No damaged, wet, or crushed cartons | Pass / Fail / N/A | |
| Inner packing provides adequate protection for contents | Pass / Fail / N/A | |
| Packing method prevents movement / damage in transit | Pass / Fail / N/A | |
| Correct pallet type and configuration (if palletised) | Pass / Fail / N/A | |
| Pallet dimensions comply with destination country requirements | Pass / Fail / N/A | |
| Shrink-wrap / strapping applied correctly | Pass / Fail / N/A | |
| Hazardous goods — UN packaging requirements met (if applicable) | Pass / Fail / N/A |
| Document | Available | Correct |
|---|---|---|
| Commercial invoice (matches goods inspected) | Y / N / N/A | Y / N / N/A |
| Packing list (matches goods inspected) | Y / N / N/A | Y / N / N/A |
| Certificate of origin / REX statement | Y / N / N/A | Y / N / N/A |
| Test reports / certificates of conformity | Y / N / N/A | Y / N / N/A |
| Phytosanitary / health certificate (if applicable) | Y / N / N/A | Y / N / N/A |
| FSSAI certificate / NOC (for food products) | Y / N / N/A | Y / N / N/A |
| REACH / RoHS compliance declaration (for EU) | Y / N / N/A | Y / N / N/A |
| CE marking technical file reference (for EU) | Y / N / N/A | Y / N / N/A |
| Material Safety Data Sheet — MSDS (if applicable) | Y / N / N/A | Y / N / N/A |
| Pre-shipment inspection certificate (this document, completed) | Y / N / N/A | Y / N / N/A |
| OVERALL RESULT: PASS FAIL CONDITIONAL PASS (see NCR below) |
|---|
| Reason for Fail / Conditional Pass: _____________________________________________ |
| Number of NCRs Raised: _____________ (attach NCR form for each non-conformity) |
| Recommended Action: Approve for shipment / Re-inspection required / 100% inspection required / Reject and replace |
| NCR Reference No.: | |
|---|---|
| Section / Item Ref.: | |
| Nature of Non-Conformity: | |
| Defect Category: | Critical / Major / Minor |
| Number of Units Affected: | |
| Photographic Evidence Attached: | Yes / No Reference: _____________ |
| Exporter's Response / Proposed Corrective Action: | |
| Agreed Corrective Action Deadline: | |
| Corrective Action Verified By: | Name: _____________ Date: _____________ |
| NCR Closed: | Yes / No Date: _____________ |