Pre-shipment inspection (PSI) is a critical quality control process that a brand or supplier should perform before shipping goods. The primary purpose of a pre-shipment inspection is to ensure that the goods meet the buyer’s expectations and comply with the brand’s specific requirements. This step is essential for verifying that product quality, branding, and packaging align with the standards and specifications of the outlet selling the product or the brand itself.
For example, if a company is selling a product internationally, it must consider local standards, including packaging requirements, claims related to organic materials, recyclability, or durability. A pre-shipment inspection minimises the risks associated with receiving defective or substandard goods, ensuring that the quantity, quality, and packaging of products comply with agreed-upon standards. Additionally, knowing what to ask during a factory visit can help in the early stages of assessing potential suppliers.
Why Do We Need Pre-Shipment Inspections?
- Ensure Quality: A PSI helps confirm that the products meet the necessary quality standards, reducing the risk of customer complaints or returns due to defects.
- Protect Brand Reputation: Consistently delivering high-quality goods helps maintain and enhance a brand’s reputation in the market.
- Minimise Financial Losses: Identifying issues before shipment can save costs associated with rework, returns, or waste disposal.
- Ensure Regulatory Compliance: Verifies that the products adhere to local and international regulations, avoiding potential fines or legal issues.
- Maintain Customer Satisfaction: Ensures that the products delivered are what the customer expects, promoting repeat business and customer loyalty.
Checklist for Conducting a Pre-Shipment Inspection
To effectively conduct a pre-shipment inspection, a detailed checklist should be used to ensure that all critical aspects of the product and shipment are thoroughly reviewed. Here’s a comprehensive checklist for pre-shipment inspection:
- Product Specifications:
- Verify that the product matches the client’s specifications, including dimensions, materials, weight, colour, and functionality.
- Check for any special features or characteristics specified by the client.
- Quality Standards:
- Inspect for overall quality and workmanship.
- Identify and document any defects, inconsistencies, or damages in the products.
- Conduct tests as needed to check durability, functionality, and performance.
- Quantity Verification:
- Confirm that the number of items produced matches the order quantity.
- Ensure that the quantity aligns with the purchase order or contract terms.
- Packaging and Labelling:
- Ensure that the packaging is suitable for shipping and can withstand transportation without damaging the product.
- Check that the packaging meets any specific requirements, such as eco-friendly materials or tamper-proof seals.
- Verify that labelling complies with regulatory standards and includes all necessary information, such as product name, weight, size, ingredients, and safety warnings.
- Compliance:
- Confirm that the products comply with relevant local and international regulations, safety standards, and certifications.
- Check for any specific industry standards that need to be met, such as ISO, CE, or FDA approvals.
- Visual Inspection:
- Conduct a visual inspection to identify any visible defects, damages, or inconsistencies in appearance.
- Check for any discrepancies in colour, design, or branding elements.
- Functional Testing:
- Perform functional tests to ensure that the product operates as intended and meets performance expectations.
- Test key features and functions to identify any potential issues.
- Documentation Review:
- Verify that all necessary documentation is complete and accurate, including shipping documents, certificates, and test reports.
- Ensure that the documentation matches the buyer’s requirements and regulatory standards.
- Storage and Handling:
- Check the storage conditions at the factory to ensure that products are stored correctly and safely before shipment.
- Verify that handling procedures minimise the risk of damage or contamination.
- Final Inspection Report:
- Compile a detailed inspection report, including findings, photographs, and any non-conformities identified during the inspection.
- Provide recommendations for approval, rework, or rejection of the goods based on the inspection results.
How to Determine Sample Size for Inspection Based on AQL
One of the key considerations during a pre-shipment inspection is determining how many samples need to be reviewed to ensure product quality. This is typically based on Sampling Levels and the Acceptable Quality Level (AQL). To calculate the appropriate sample size, it’s important to consider the specific sampling level and AQL standard that applies to your product. Learn more about how to calculate sample size and how to read AQL to make informed decisions during your inspections.
How SupplyScope Can Help
SupplyScope offers a more streamlined solution by combining the best of traditional sourcing methods with modern technology. Here’s how SupplyScope can assist with pre-shipment inspections:
- Automated Inspections: Customise pre-shipment inspection workflows that guide internal teams through each step, ensuring nothing is overlooked and that inspections are consistent and thorough.
- Real-Time Reporting: Generate real-time inspection reports, complete with photos where you can get the factory to perform the pre-shipment inspection. SupplyScope helps validate the validity of the images provided, ensuring they were taken during inspection and not reusing old images.
- Workflow Integration: Set up workflows that incorporate pre-shipment inspections as a prerequisite before moving to the next steps, such as shipment booking or forwarder allocation.
- Seamless Communication: Collaborate directly with suppliers and internal teams through the platform to address any issues that arise during pre-shipment inspections, streamlining problem resolution and ensuring quality.
- Task/Guide Model: With SupplyScope, especially for visual inspections, you can use our task/guide model to direct inspectors to focus on what matters most, whether it’s checking for specific branding details, verifying footnotes, or assessing packaging integrity.
With SupplyScope, you can ensure that your pre-shipment inspections are efficient, effective, and aligned with your quality and compliance standards, helping you avoid costly delays and ensuring customer satisfaction.
