A pre-shipment inspection should show what shipment was inspected, what reference was used and which findings remain open.
Lock the inspection reference
Record PO, SKU, product version, approved sample, artwork revision, destination market, lot and date.
Check quantity and packing identity
Reconcile cartons, units per carton, retail units, marks, labels, instructions and shipping marks.
Record defects and scope
List damaged parts, missing components, print or colour issues and carton damage with count, location and photo.
Close with a disposition
Assign each issue an owner, containment action, correction deadline and re-inspection requirement.
Use an exception log before release
- Identify the affected SKU, lot, carton and sampled unit for each finding.
- Photograph the defect beside the approved reference and note whether it is repeatable.
- Ask the responsible party for containment, correction and a new inspection basis.
- Keep the shipment on hold if the affected quantity or closure evidence is unknown. Record the person who authorizes the final disposition.
A clean report for one sampled SKU does not clear other versions in a mixed order. Keep the approved sample, packing list and inspection report linked to the same PO and revision.
Buyer working sheet
| Checkpoint | Evidence | Release question |
|---|---|---|
| Identity | PO, SKU, version, lot | Correct goods? |
| Packing | Carton and retail records | Matches pack? |
| Findings | Count, location, photo | Scope understood? |
| Disposition | Owner, action, recheck | Can lot ship? |
SKU or offer [ ] · buyer job [ ] · evidence [ ] · open question [ ] · decision owner [ ] · next review [ ].
Compare the approved sample control guide, then send the inspection scope.
FAQ
Does inspection replace testing?
No. Inspection observations and applicable laboratory documents answer different questions.
Can one sample cover every SKU?
Only when the buyer confirms the exact scope.