Form library · Logistics and supply chain
Pre-shipment inspection report
A final inspection of finished, packed goods before they leave the supplier. Record the order and the buyer's sampling plan: lot size, sample size and the acceptance numbers for critical, major and minor defects, entered from the buyer's own plan. Check quantity, cartons, inner packing, shipping marks and labels (scan a carton label), then product appearance, function and dimensions against the specification. Log each defect with its class, the number of units and a photo. The form counts the defects against the acceptance numbers and gives a calculated pass, hold or fail for the buyer to decide on. For goods arriving at your own site, use the goods in inspection checklist.
For buyers, importers, sourcing agents and third-party inspectors checking an order at the factory or warehouse before it ships.
Usable for any country of supply. The note on UKCA and CE marks is GB guidance; for other markets, check the marks the order specifies for that market.
- Order, supplier and the buyer's sampling plan, with acceptance numbers you enter, not ones the form invents
- 12 checks on quantity, cartons, inner packing, shipping marks, carton labels and product marks
- 5 product checks against the approved sample, and dimensions within tolerance with measure from photo
- Defects graded critical, major or minor, with units affected, carton numbers and photos
- Calculated pass, hold or fail, the inspector's result, actions and sign-off by the supplier
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What should a pre-shipment inspection report include?
A pre-shipment inspection report is useful when the buyer can see the plan it was judged against, exactly what was found in the sample, and a result they can act on before the goods leave.
Last updated . Facts checked by the SiteSurvey team on 28 October 2026 against World Trade Organization, preshipment inspection, GOV.UK, placing UKCA or CE marked products on the market in Great Britain and GS1, Serial Shipping Container Code (SSCC).
How to do a pre-shipment inspection
Have the order, the specification or tech pack, the approved sample and the buyer's sampling plan with you.
Record the order
Enter the supplier, PO, product, order quantity and the plan: lot size presented, sample size and acceptance numbers.
Pick the sample
Choose cartons yourself from different pallets and positions, and count what is packed against the packing list.
Check packing and labels
Check cartons, inner packing, shipping marks, carton labels (scan one), product labels, required marks and documents in the pack.
Check the product
Compare colour, finish and workmanship with the approved sample, run the function tests, and measure the dimensions the specification lists.
Log the defects
Record each defect type once with its class, the number of sample units and a photo. The form totals each class.
Give the result
Read the calculated result, give your own with a reason, reseal the cartons and agree actions with the supplier.
What makes a pre-shipment inspection report useful
Defects found in the sample
Top drawer lock bar does not engage when the key is turned. Major, 1 unit, carton 112. Sample 32, acceptance numbers 0 critical, 1 major, 3 minor: major count 1, within.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Letting the supplier pick the cartons, or grading a defect with your own idea of major and minor instead of the buyer's defect list.
What happens next
Send the report to the buyer the same day, agree the rework with the supplier, and book a re-inspection if the result is fail.
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Every question in the pre-shipment inspection report template
A pre-shipment inspection report for finished, packed goods: order and supplier, the sampling plan with lot size, sample size and acceptance numbers from the buyer's plan, 12 checks on quantity, packing, shipping marks and labels with a carton label scan, 5 product checks, dimensions against the specification with measure from photo, defects graded critical, major or minor with photos, the counts against the acceptance numbers and a calculated pass, hold or fail. 7 sections and 115 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Inspection address (factory or warehouse): the site address, from the space or the project
- Buyer: the project's customer
- Product description: the product it is opened for
Order and supplier
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Inspection address (factory or warehouse)Short answerFills in from the site address, from the space or the project
- BuyerShort answerFills in from the project's customer
- Location (GPS)Short answer
- Inspection date*Date
- Inspector*Short answer
- Supplier or factory*Short answer
- Supplier contact presentShort answer
- Type of inspection*Choose one
- Pre-shipment (final random inspection)
- Re-inspection after rework
- During production
- Purchase order number*Short answer
- Product description*Short answerFills in from the product it is opened for
- Item code or style numberShort answer
- Order quantity (units)*Number
- Ship to (country or warehouse)Short answer
- Incoterms rule and named place, if the order states oneShort answer
Optional, as written on the order.
- Planned shipment or collection dateDate
- CheckThis report records what the inspector checked on a sample of finished, packed goods against the order, the specification and the approved sample. It does not certify the goods or confirm that they meet product law. The sample size and acceptance numbers come from the buyer's own sampling plan.
Specification and sampling plan
- Specification or tech pack reference and revision*Short answer
- Approved (golden) sample available to compare against?*Yes or No
- CheckNo approved sample. Compare against the specification and photos from the buyer, and say so in the summary.Shown when “Approved (golden) sample available to compare against?” is No
- Sampling plan used*Short answer
As the buyer specifies, for example the plan, inspection level and quality limits in the buyer's quality manual.
- Lot size presented (units)*Number
- Cartons presentedNumber
- Sample size (units inspected)*Number
- Cartons openedNumber
Pick the cartons yourself, from different pallets and positions.
- Acceptance number: critical*Number
The most defects of this class the buyer's plan accepts in the sample.
- Acceptance number: major*Number
- Acceptance number: minor*Number
- GuidanceThe form does not set sample sizes or acceptance numbers. Enter the figures from the buyer's plan for this lot size. A defect class passes when the count in the sample is at or below its acceptance number.
- Lot presented as % of the orderWorked out by the formShown when “Order quantity (units)” is answered and “Lot size presented (units)” is answered
- CheckLess than the full order quantity was presented for inspection. Record why, and whether the rest will be inspected separately.Shown only when the answers above make it relevant
Quantity, packing, marking and labels
- Units found packedNumber
From your carton count.
- Units found less the lot presentedWorked out by the formShown when “Units found packed” is answered and “Lot size presented (units)” is answered
- Quantity packed matches the packing listChoose one
Count cartons and units per carton against the packing list and the order.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Assortment and ratio per carton as orderedChoose one
Sizes, colours or variants in each carton as the packing instruction says.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Export cartons undamaged, dry and sealedChoose one
No crushed corners, tears, water marks or open seams.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Carton grade and size as the packing specificationChoose one
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Inner packing as specifiedChoose one
Polybags, wraps, corner protectors, dividers and fillers present and in the right place.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Pallets, wrapping and pallet pattern as the packing instructionChoose one
Where goods are palletised before shipment.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Scan a carton labelScan a label: item code, barcode, sscc or carton number, po number, quantity per carton, gross weight
Optional. Scan the carton or pallet label to capture the numbers printed on it.
- Shipping marks on each carton as the buyer's instructionChoose one
For example PO number, destination, carton number, quantity, gross and net weight.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Carton barcode label scans and matches the item code and quantityChoose one
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Product label or rating label present and correctChoose one
Item code, description, size or rating as the specification.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Product markings the specification requires are present and legibleChoose one
For example UKCA or CE where the specification calls for them. The inspector checks the mark is there; the mark is the manufacturer's own claim and this check does not confirm conformity.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Country of origin marking as the order requiresChoose one
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Instructions, warnings and documents in the pack, in the required languageChoose one
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Photos: cartons, shipping marks and labelsPhotos
- Packing and marking checks failedWorked out by the form
- Not checkedWorked out by the form
Product checks and dimensions
- Colour, finish and material match the approved sample or specificationChoose one
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Workmanship: no sharp edges, burrs, loose parts or poor jointsChoose one
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Parts, fittings and accessories completeChoose one
Against the parts list, for example fixings, keys, feet, power lead.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Function test as the specification describesChoose one
For example drawers run and lock, doors close, the unit powers on. Use the buyer's test list.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Any other on-site test the buyer's protocol listsChoose one
Name the test and the result in the detail box, for example a drop test of a carton.
- Pass
- Fail
- Not checked
- Not applicable
- What needs doing, or why not checkedNotesShown only when the answers above make it relevant
- Photos: product beside the approved sample, and any findingPhotos
- Dimensions and weights checkedRepeat for each dimension. Each one asks:
- Dimension*Short answer
For example overall height, carton length.
- Specified value*Number
- Tolerance, plus or minus*Number
From the specification.
- UnitChoose one
- mm
- cm
- in
- kg
- g
- Measured value*Number
Measure with a tape or scale for the record. Measure from photo gives an estimate to back it up.
- Deviation from the specified valueWorked out by the formShown when “Measured value” is answered and “Specified value” is answered
- ResultWorked out by the formShown when “Measured value” is answered and “Specified value” is answered and “Tolerance, plus or minus” is answered
- d_outWorked out by the form
- Photo of the measurementPhotos
- Dimensions out of toleranceWorked out by the form
- Product checks failedWorked out by the form
- Not checkedWorked out by the form
Defects found in the sample
- GuidanceRecord each defect type once, with the number of sample units that have it. Grade it with the buyer's defect list or definitions of critical, major and minor.
- DefectsRepeat for each defect. Each one asks:
- Defect*Short answer
What and where, for example scratch on the drawer front, 30 mm.
- Class*Choose one
Use the buyer's defect list or definitions.
- Critical
- Major
- Minor
- Units in the sample with this defect*Number
- Carton numbersShort answer
- Photos of the defectPhotos
- Critical defectsWorked out by the form
- Major defectsWorked out by the form
- Minor defectsWorked out by the form
- Critical against acceptanceWorked out by the form
- Major against acceptanceWorked out by the form
- Minor against acceptanceWorked out by the form
Result
- Checks failedWorked out by the form
- Dimensions out of toleranceWorked out by the form
- Not checkedWorked out by the form
- Calculated resultWorked out by the form
- GuidanceCalculated result: Fail if any defect class is over its acceptance number; otherwise Hold if a check failed or a dimension is out of tolerance; otherwise Pass. The buyer makes the final decision.
- Inspector's result*Choose one
- Pass: release for shipment
- Hold: buyer to decide
- Fail: do not ship, rework and re-inspect
- WarningThe calculated result is Fail, but the result given is Pass. Explain why below, or change the result.Shown only when the answers above make it relevant
- Reason for the result*NotesShown only when the answers above make it relevant
- Opened cartons resealed and marked as inspected?Yes or No
- Inspection seal or sticker numbersShort answerShown when “Opened cartons resealed and marked as inspected?” is Yes
Actions and sign-off
- Checks failed and dimensions out of toleranceWorked out by the form
- ResultWorked out by the form
- ActionsRepeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
- Before loading
- Before re-inspection
- On the next order
- Who will do it*Short answer
- Due byDate
- Status*Choose one
- Open
- In progress
- Done, checked
- Photo when donePhotosShown when “Status” is “Done, checked”
- Actions still openWorked out by the form
- Decision*Choose one
- Release for shipment
- Ship after the listed rework, no re-inspection
- Do not ship: rework and re-inspect
- Re-inspection dateDate
- Summary for the buyerNotes
- Inspector nameShort answer
- Inspector signature*Signature
- Supplier representative nameShort answer
- Supplier representative signatureSignature
See it filled in
A completed pre-shipment inspection report report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Pre-shipment inspection report FAQs
What is a pre-shipment inspection?
A check of goods before they are shipped. The WTO describes preshipment inspection as the practice of employing private companies to check shipment details such as price, quantity and quality of goods ordered overseas; the WTO Agreement on Preshipment Inspection covers governments that use it. A buyer can also arrange its own inspection to check an order meets the specification before accepting it. This form records that kind of check.
Where do the sample size and acceptance numbers come from?
From the buyer's own sampling plan, usually set out in their quality manual or the purchase contract. The form does not set sample sizes or acceptance numbers: you enter the lot size, the sample size and the acceptance number for each defect class from that plan, and the form compares the defects you log against them.
How does the form decide pass, hold or fail?
It shows Fail if the critical, major or minor defects in the sample are over their acceptance numbers. Otherwise it shows Hold if any packing, marking or product check failed or a dimension is out of tolerance, and Pass if nothing failed. That is our own rule for the calculated result; the inspector gives their own result with a reason, and the buyer decides.
Does a pre-shipment inspection prove the goods meet UKCA or CE rules?
No. The inspector can check that a mark the specification requires is present and legible. GOV.UK says UKCA and CE markings show that the manufacturer believes the product meets the relevant requirements; the inspection does not test that claim, and the report does not certify the goods.
Source: GOV.UK, placing UKCA or CE marked products on the market in Great Britain.
What labels should I scan?
Scan a carton or pallet label to capture the item code, barcode, carton number or SSCC, PO number and quantity printed on it, and compare them with the order. GS1 describes the SSCC as the number that identifies a logistic unit such as a case, pallet or parcel.
Can I measure dimensions from a photo?
You can use measure from photo in the SiteSurvey app for an estimate to back up a measurement, but enter the value you measured with a tape or scale for the record. Each dimension has its specified value and tolerance from the specification, and the form flags anything out of tolerance.
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A trailer walkaround record covering identification, coupling, braking connections, wheels, lights, bodywork, loading and defect reporting.
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