A pre-shipment inspection checks six categories before the container is loaded: quantity, dimensions, finish, hardware, packing and loading. It is the last point where a defect can be fixed at the factory. After loading, the same defect becomes a claim, and a claim costs more than the inspection.
Inspect after production and before loading.
Sample 5–10% of units, or AQL 2.5.
Check quantity, dimensions, finish, hardware, packing, loading.
Agree acceptance criteria before the inspection.
A report without photos and measurements is an opinion.
1. Why inspect
Inspection is the last point where a defect can be fixed cheaply. At the factory, a wrong door can be remade in days. After loading, the same door is a claim, a replacement shipment and a delay. The inspection is not a sign of distrust; it is the step that makes the schedule predictable.
2. Timing and sample
Inspect after production is complete and before loading. A sample of 5–10% is typical, or an AQL 2.5 plan if the inspector uses statistical sampling. Inspect more on a first order and less on a repeat order from the same factory and the same specification.
3. The six categories
| Category | Check | Acceptance |
|---|---|---|
| Quantity | Count against packing list | Exact match |
| Dimensions | Key sizes against drawing | Within ±2 mm |
| Finish | Colour and sheen against sample | No visible difference |
| Hardware | Brand and model on schedule | Exact match |
| Packing | Carton, foam, moisture barrier | Spec met |
| Loading | Brace, count, photos | Load plan followed |
The acceptance criteria should be agreed before the inspection, not invented during it. A criterion invented on the day is a negotiation.
4. Dimensions and finish
Check key dimensions against the approved shop drawing, not the nominal size. A 600 mm cabinet that measures 598 is acceptable; one that measures 590 is not. For finish, compare against the approved sample under the same light. Colour that matches under factory light can look different on site.
5. Hardware and packing
Check the hardware brand and model against the schedule, because substitution is common. Check the carton, foam and moisture barrier against the packaging standard. A cabinet that passes every other check but is packed to the wrong spec will still arrive damaged.
6. Loading
Watch the load, not just the product. A braced load that follows the plan is worth more than a perfect cabinet loose in a container. Photograph the load at the door and at mid-container. The loading photos are the evidence if a claim is needed.
7. The report
A useful report has photos, measurements, a pass or fail per category and a clear recommendation. A report that says generally acceptable without evidence is an opinion. Ask for the photo set with the report, not after a dispute.
8. What to do when it fails
If the inspection fails, the factory fixes the defects and the inspection is repeated, or the shipment is held. Either way, the decision is made before loading. That is the whole point: the cost of a failed inspection at the factory is small; the cost of a failed container at destination is large.
9. A checklist before you commit
Before you sign, confirm six things: the board grade, the hardware model, the finish system, the packing standard, the inspection scope and the payment schedule. Each should be in writing, not in a call. The quote checklist turns the six into a one-page comparison.
10. Common mistakes
The most common mistake is comparing a factory price with a landed cost. The second is leaving the inspection out of the budget. The third is paying the balance before the inspection is signed off. Each is avoidable with a written scope and a pre-shipment inspection.
11. How to measure the room
Measure each wall at three points, top, middle and bottom, and use the smallest. Walls are rarely square, and a 10 mm bow over three metres changes the filler. Measure the ceiling at each corner and note sockets, radiators and soil pipes before drawing. A measured survey saves more time than a faster drawing, and the measuring guide has a printable sheet.
Frequently asked questions
When should a pre-shipment inspection happen?
After production is complete and before the container is loaded. That is the window where a defect can still be fixed at the factory.
How many units should be inspected?
5–10% of the order, or an AQL 2.5 sample, depending on the inspector and the project. A first order should inspect more than a repeat order.
What should the inspector check?
Six categories: quantity, dimensions, finish, hardware, packing and loading. Each has acceptance criteria agreed before the inspection.
Who pays for the inspection?
Usually the buyer, and it is money well spent. The cost is small against the cost of a container of defective cabinets.
What happens if the inspection fails?
The factory fixes the defects and the inspection is repeated, or the shipment is held. Either way, the decision is made before loading, not after arrival.
Is an inspection report enough?
Only if it includes photos, measurements and a clear pass or fail. A report without evidence is an opinion.
