The Pre-Shipment Inspection Procedure Explained
TL;DR
What pre-shipment inspection is: A final quality check carried out when production is at least 80% complete, to verify quantity, quality, packaging, and safety basics before shipment.
Why it matters: Prevents costly returns and ensures goods meet buyer, regulatory, and packaging standards.
How it works: Inspections follow ISO 2859-1 / ANSI/ASQ Z1.4 sampling procedures, with defect classification (critical, major, minor) to decide pass/fail.
Deliverables: Same-day illustrated report with defect counts, photos, and recommendations.
Global context: The WTO PSI Agreement sets rules for government-mandated inspections in certain countries.
Why Perform a Pre-Shipment Inspection?
A professional pre-shipment inspection gives importers assurance that their goods meet the required standard before they’re dispatched.
Pre-shipment inspections are an important part of the quality control services that QIMA provides. This quality control procedure helps businesses to protect against the cost, disruption, and damage to brand image caused by sub-standard goods.
According to Market Analysis by Mordor Intelligence, the global pre-shipment inspection market size is valued at USD 16.53 billion in 2025 and is anticipated to expand to USD 21.32 billion by 2030, growing at a compound annual rate of 5.22%.
For importers, a pre-shipment inspection will ensure that serious quality problems are identified before products are shipped, protecting them from paying for defective or unsellable goods..
What is a Pre-Shipment Inspection?
A pre-shipment inspection is an inspection that is carried out near the completion of the production of an order. Having one done provides a final opportunity for a buyer to take corrective action before an order is completed and shipped.
Accredited inspection agencies perform pre-shipment inspections when production is at least 80% complete.
The pre-shipment inspection covers the functionality, performance, durability, overall appearance, and dimensions of goods that have been ordered.
However, there is more to it than that. The main purposes of a pre-shipment inspection are to:
Give importers peace of mind that they will receive the right quantity of goods
Ensure that an importer’s own specific quality requirements have been met, through customizable checks
Check that packaging is correct
Where appropriate, to issue certificates for import and billing purposes. Notably, some countries require a pre-shipment inspection certificate to allow goods through customs
Provide the broader benefit of safeguarding brand reputation and reinforcing customer trust through a structured inspection process
What Inspectors Look for in a Pre-Shipment Inspection
When QIMA inspectors carry out a pre-shipment inspection, they work to a procedure. This procedure can be adapted for different importers, suppliers and types of merchandise.
After an inspection is completed, a detailed report is provided to the client. This report gives importers a chance to decide whether or not they will accept or reject an order. Reports are provided on the same day the inspection is carried out.
Quantity Verification
Inspectors count finished and packed products and cartons to verify the correct order quantity.
To pass, 80% of the order must be finished and packed.
Inspectors also note quantities that are unpacked or semi-finished.
Packaging Quality
Packaging is inspected to ensure compliance with client specifications.
Checks include inner/outer packaging, export carton markings, dimensions, and weights.
Where appropriate, packaging is inspected for vent holes and mold-prevention units.
Quality Verification
The most important and lengthy part of a pre-shipment inspection is the review of workmanship quality.
Involves following standardized checkpoints, according to the type of product inspected and the destination market.
They can be customized according to your specific quality requirements.
QIMA maintains hundreds of category-specific checklists.
Quality Verification - General Conformity to Specifications
Using client-provided samples and specifications, QIMA inspectors ensure that products meet important general issues of conformity.
The following basic aspects of conformity to specifications are looked at before more product-specific tests and inspections are carried out:
Color
Construction and materials
Product dimensions
Artwork and labels
Careful checks are made for all these areas, with detailed results for all different inspected products provided in the report.
Checks will often be detailed. Checks of artwork and labels, for example, include checks of quality, spelling, fonts, boldness, colors, dimensions, positioning, and alignment.
If different styles of the same product, or entirely different products, have been ordered, the inspection will include a thorough breakdown by style or category.. Pictures and detailed explanations are also provided.
Quality Verification - Product Specific Tests
QIMA checks are highly customizable, allowing for specific checks to be carried out as per client request.
These can include detailed checks related to specific areas of quality related to a specific product. On top of this, tests of function and some safety tests can be carried out, as well.
It should be pointed out that only certain aspects of safety can be tested in a pre-shipment inspection. In many cases, safety tests will need to be carried out in a laboratory.
Examples of product-specific tests that can be carried out
1. Function Testing for Textiles
For garments, apparel, and footwear, inspectors will typically perform various product-specific tests, such as:
Pull, fatigue, and stretch tests for zippers, buttons, and accessories.
Fabric weight/composition checks.
Seam strength and stitches-per-inch count.
Textile importers often combine PSI with laboratory fiber-content testing for compliance.
QIMA has extensive experience working with textile importers, and we offer a comprehensive range of textile-specific tests.
2. Mechanical Safety Tests
Mechanical safety tests are often required for products with moving parts that could potentially cause injuries if they are defective, such as bicycles and pushchairs.
Some of these tests can be carried out as part of a pre-shipment inspection. They typically include the following checks:
Sharp edges
Pinch hazards
Loose screws
Weak hinges
While some mechanical safety tests are available during a pre-shipment inspection, they cannot replace tests performed in a laboratory. In order to import to certain markets, more thorough laboratory tests will often be required.
3. Electrical Safety Testing
Electrical and electronic products must be tested to ensure that they comply with a wide range of safety regulations. Evaluating a product for electrical safety is often performed under laboratory conditions, rather than on-site at the factory.
However, some electrical safety tests can be carried out on-site during an inspection. These include:
Flammability tests
Dielectric withstand (hi-pot) tests
Earth continuity tests
Critical component (CDF: Construction Data Form) checks
Workmanship and General Quality
In addition to the checks mentioned so far, inspectors will also provide information on workmanship standards and overall quality levels.
They evaluate common defects, such as blemishes in finishes, cracks, sharp edges, color inconsistency, stains, chips, or holes. They also note how frequently these defects appear across the sampled batch.
Defects are typically classified as minor, major, or critical based on predetermined acceptable tolerance levels.
| Defect Type | Impact | Typical Outcome |
| Critical | Unsafe or non-compliant | Immediate fail; shipment blocked |
| Major | Functional defect or large visible flaw | Compare against AQL; may require rework |
| Minor | Cosmetic issue not affecting function | Accepted if within tolerance |
Inspection Location and Sampling Methods
Inspections are usually carried out at the production facility. Sampling is done according to a specific procedure.
Quality standards are set by the business that has commissioned the inspection.
The Inspection Visit
On-site inspections are preferred, as inspectors can directly verify quality.
While on-site inspections offer the most accurate and thorough check of goods possible, remote guided inspections are also available.
In a guided inspection, an inspector will remotely guide factory staff through step-by-step instructions, collecting evidence via video call. During the inspection, photos are taken to document the procedure. These are then carefully checked against product specifications and other testing requirements.
Guided Inspections are particularly useful if:
There is limited accessibility to the factory
Business continuity is required in the face of disruptions (e.g., coronavirus, natural disasters)
More basic visibility checks of a product are sufficient
When urgent results are needed and the inspection needs to take place immediately
Sampling Procedures and Acceptable Quality Limits
QIMA uses the internationally recognized statistical sampling procedure ISO 2859-1, or its ANSI equivalent, ANSI/ASQC Z1.4.
Why Use Sampling Procedures?
These standards help clients to determine how rigorous a test will be and how strictly minimum standards of quality will be set.
Specifically, by allowing choice within a tiered inspection system, these standards determine:
The percentage of products from an order that will be inspected (inspection level)
The percentage allowed to fall below a certain standard before an entire order is deemed to have failed (acceptable quality limit)
This makes the system easy to adapt to different needs.
Adaptability
You can choose different inspection levels and acceptable quality limits, depending on factors such as your factory’s track record, the type of product, and the tests that will be performed.
As a simple example, an order from a factory with a high record of defective products could be subject to a stricter inspection, with a higher percentage of goods checked.
It may sound straightforward, but in practice, there are many choices to make, and setting the right parameters can get complicated. QIMA follows industry best practices and can help you fine-tune these standards to match your specific quality expectations.
The Reporting Procedure
The Reporting Procedure
Pass/fail result
Key findings summary
Photos and detailed notes
Defect counts by severity
Newly available is QIMA’s AI Interactive Report, which transforms traditional static inspection and audit documents into dynamic, insight‑driven reports that identify critical defects in seconds, prioritize findings by importance, and recommend corrective actions from a curated library of over 200 proven solutions backed by 1M+ inspections.
With built‑in collaboration tools, enhanced navigation between issues, photos, and key indicators, and context‑aware recommendations, it reduces report review time by up to 90% and empowers quality teams to act faster, smarter, and with greater confidence, ultimately protecting business performance and strengthening supply chain resilience.
Let QIMA Help You With Your Pre-Shipment Inspection
QIMA inspectors are highly trained product experts who can help ensure your products meet your specifications.
An essential link in your supply chain
We provide independent pre-shipment inspections for a wide range of softlines, hardlines, toys, electronics, and food products. Our clients get transparent and instant results, so they can make timely, cost-saving decisions.
Pre-shipment inspections anywhere in the world
Our inspectors can be on-site anywhere in the world within 48 hours, and QIMA inspection reports are delivered on the same day as the inspection.
Contact us for an instant quote.
Frequently Asked Questions
Is a pre-shipment inspection mandatory?
Not globally, but some countries mandate PSI certificates under the WTO PSI Agreement.
What standards govern PSI sampling?
ISO 2859-1 and ANSI/ASQ Z1.4 are the internationally recognized standards.
When should PSI be scheduled?
When production is 80–100% complete and packed.
What is included in the PSI report?
Same-day illustrated reports covering quantity, packaging, defects, and pass/fail decision.
How long does it take to book an inspection?
QIMA can deploy inspectors within 48 hours worldwide.
Related Articles
