Inspection

What Is a Pre Shipment Inspection Certificate?

A pre shipment inspection certificate is an important trade document that usually accompanies a shipment to confirm that the products included meet specified quality standards and other applicable requirements.

The report is issued by an independent third party inspection agency and is only granted after an inspector has inspected all/or a sample of products and verified that it meets the specified standards.

There are two general types of pre shipment inspection certificates:

• Inspection Certificate for Internal Purposes – An inspection certificate can confirm to a buyer whether or not a sample of the manufacturer’s goods meets specific standards before they’re shipped to them. There are 4 types of quality inspections that are done at each stage in the production cycle. These certificates reduce the buyer’s risk of receiving goods that don’t meet their expectations.
• Certificate of Inspection for Customs – The inspection certificate for customs is a document required by the local customs department for the shipping of goods. The certificate often entails information about what products are being shipped, the quantity and weight, whether the inspected goods are of good quality, etc. It’s worth noting that these requirements vary from country to country. See an example of the pre-customs clearance inspection process for Mexico.

Is a Pre Shipment Inspection Mandatory?

A pre-shipment inspection is not a customs requirement for most countries, but it’s instead seen as an effective way for buyers to prevent risks when purchasing goods from manufacturers. These inspections confirm the quality of the goods, quantity, packaging and labelling and other important factors.

But that being said, some countries, primarily in Africa and Asia, require shipments to be accompanied by an inspection certificate, which must be done by an accredited quality inspection agency. We’ve created a few guides earlier for the following countries:

The goods may be subject to additional inspections and delays without a pre shipment inspection certificate in the beforementioned countries. In some cases, shipments without a valid pre shipment inspection certificate can even be confiscated or returned to the country of origin.

Who Performs Pre Shipment Inspections?

The buyer order the pre shipment inspection before they accept goods from the seller/and typically before the products are shipped. The pre shipment inspection is performed by an accredited third party inspector, like us at HQTS, who has no stake in any party involved.

The inspection agency will often visit the manufacturer on-site and use the international standard statistical sampling procedure MIL-STD-105E (ISO2859-1) and assess the batch according to the:

• Workmanship – An on-site observation of the workmanship, including searching for any physical defects that may negatively influence the product or fail to conform to the client’s expectations.
• Quantity – Open several cartons and count the number of pieces to ensure it’s the same number as in the specifications.
• Field Test and Measurement – Check that the product aligns with the agreed specifications and international standards.
• Style, Color and Documentation – Verify that the product specifications, construction data form (CDF), and instruction manuals are consistent with the samples, colour, and style according to requirements.
• Packaging and Labeling – Check if the correct shipping marks and packaging are used.