A pre-shipment inspection checks goods before they leave the factory — while problems can still be fixed and before the final payment is made. For importers, it is one of the most cost-effective protections available. For exporters, passing inspections consistently builds buyer trust.
Types of Inspections
- Pre-production inspection: checks materials and components before production starts
- During production inspection: checks early production — typically when a portion of goods is complete — to catch problems early
- Pre-shipment inspection (final random inspection): checks finished, packed goods, usually when most or all of the order is complete
- Container loading supervision: checks quantities and loading conditions
What Is AQL?
AQL (Acceptance Quality Limit) is a statistical sampling method, commonly based on ISO 2859-1, used to decide whether a batch is acceptable based on inspecting a sample.
How it works:
- The lot size (total quantity) and inspection level determine the sample size.
- The AQL level determines how many defects are allowed in that sample.
- If defects found are at or below the acceptance number, the lot passes; above it, it fails.
General Inspection Level II is the most commonly used level.
Defect Categories
Defects are usually classified as:
- Critical: could cause harm or violate regulations — often zero tolerance
- Major: likely to cause product failure or returns, or significantly reduce usability
- Minor: unlikely to reduce usability but deviate from specifications
Commonly used AQL levels for consumer goods are 2.5 for major defects and 4.0 for minor defects, with zero tolerance for critical defects — but buyers set their own levels depending on the product.
💡 Define defects before production
Agree a defect list with your supplier or buyer before production starts — what counts as critical, major, and minor for this product. Inspections are only fair and useful if both sides agree what they are looking for.
What Inspectors Check
- Quantity: correct quantities produced and packed
- Workmanship: visual defects, finishing, and construction
- Conformity: colours, materials, dimensions, and specifications against the approved sample
- Function: product operation, fit, and performance tests
- Packaging and labelling: cartons, marks, barcodes, and labels
- Specific tests: drop tests, measurements, weight checks, and moisture checks
Choosing an Inspection Company
- Coverage in the region where your goods are made
- Experience with your product category
- Clear reports with photos, delivered quickly
- Transparent pricing — usually per inspector-day
- Independence from the factory
When Goods Fail
If the inspection fails:
- Review the report and photos.
- Discuss corrective actions with the supplier — rework, sorting, or replacement.
- Arrange a re-inspection, typically at the supplier's cost.
- Do not release final payment until the goods pass or you agree a resolution.
Link the balance payment to passing inspection in your contract.
For Exporters: Passing Inspections
If you are the exporter being inspected:
- Run your own internal inspections before the buyer's inspection
- Have goods fully packed and ready by the inspection date
- Keep the approved sample available
- Be present, answer questions, and correct issues quickly
Consistently passing inspections is one of the strongest signals of reliability you can give a buyer. See building long-term buyer relationships.
Frequently Asked Questions
What does AQL 2.5 mean?
AQL 2.5 means the acceptance quality limit for the sampled lot is set at 2.5, which determines, together with the sample size, the maximum number of defects allowed for the lot to pass.
When should a pre-shipment inspection be done?
Typically when most or all of the order has been produced and packed, so the inspector can sample from finished goods before shipment.
Who pays for pre-shipment inspection?
It is usually paid by the buyer, although re-inspection costs after a failure are often charged to the supplier. Agree this in the contract.
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