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Factory QC inspection checklist

A pre-shipment inspection checklist for checking goods at the factory before you pay the balance.

A quality inspection checks finished goods at the factory before they ship. Once goods leave the factory, fixing a problem gets slower and more expensive, so a pre-shipment inspection is one of the most practical controls an importer has.

This checklist covers quantity, workmanship, measurements, function, packing, labelling and carton marks, with a defect log classed as critical, major or minor. It is designed for buyers sourcing from overseas factories, and works equally for UK suppliers.

Free to download. Available as PDF and Excel.

What's included

  • Order details and inspection header
  • Quantity and packing checks
  • Workmanship and visual defect checks
  • Measurement and function tests
  • Labelling, marking and compliance checks
  • Defect log classed as critical, major and minor
  • Pass, hold or fail result and sign-off

How to use this template

  1. Agree the specification, approved sample and acceptable defect levels with the supplier before production.
  2. Book the inspection when most of the order is finished and packed.
  3. Select cartons at random and check quantity and packing first.
  4. Inspect samples for workmanship, measurements and function, logging every defect.
  5. Compare the defect counts with your agreed limits and record the result.
  6. Release the balance payment only when the inspection has passed or defects are fixed.

Frequently asked questions

Usually when production is complete and most goods are packed, so the sample represents the whole order. Earlier inspections during production can catch problems sooner on new or complex products.

A critical defect makes a product unsafe or illegal to sell. A major defect makes it unusable or likely to be returned. A minor defect is a small flaw that does not affect use. Agree the limits for each with the supplier in advance.

An independent inspector who is not paid by the factory gives you an unbiased result. If you cannot attend in person, use an inspection partner that reports to you, not to the supplier.

Need help putting this into practice?

Every engagement is managed by our founder, starting with objectives agreed with you. Book an introductory call to see how our china and offshore sourcing work could help.

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Last updated 22 October 2026