Supplier, launch and expansion decisions · Check before you pay the balance
Pre-shipment inspection
An inspection before shipment is cheaper than a container of defects. The standard and the sampling plan decide what it proves.
Key facts
| Timing | After production is complete and packed, before the balance payment and the shipment |
|---|---|
| Sampling | A statistical sample rather than every unit, commonly using an AQL plan |
| Scope | Quantity, specification, dimensions, function, packaging, labels and barcodes |
| Evidence | Photos, measurements, defect classification and the inspector's report |
| Limit | A sample cannot prove every unit; it estimates the defect rate within the plan |
| Official source | The inspection company's scope and the AQL standard in the purchase order |
Check before you pay the balance
The leverage in a supplier relationship is strongest before the balance payment. A pre-shipment inspection at that point can stop a defective lot from leaving, when the remedy is still a production fix rather than a return from another continent.
The inspection is a sample, not a guarantee. It estimates the defect rate within the sampling plan. A clean report on a small sample does not prove that every unit is perfect; it gives a defensible basis for accepting the lot.
What to inspect
Inspect the product against the approved sample and the written specification: dimensions, materials, function, colour, packaging, labels and barcodes. Photograph the carton and the retail packaging, not only the product.
Classify defects as critical, major and minor before the inspection. A critical defect that makes the product unsafe or unusable should stop the shipment regardless of the AQL result. Put the classification in the purchase order so the report has a standard to measure against.
Frequently asked questions
What is AQL?
Acceptable Quality Limit is a sampling standard that defines how many defects in a sample are acceptable for a given lot size and inspection level.
Should I inspect every order?
At minimum, inspect the first order and any order after a supplier, material or process change. High-risk products justify ongoing inspection.
Who pays for the inspection?
Usually the buyer. The cost is small relative to a defective container and is part of the sourcing cost model.
Can the supplier refuse an inspection?
A supplier who refuses a reasonable pre-shipment inspection is a risk signal. Put the right to inspect in the purchase order.
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