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Pre shipping inspection

1. Documentation Review

Verify purchase order matches the shipment.

Check packing list against the items being shipped.

Confirm compliance with regulatory and safety standards.

Review quality control inspection reports for the batch.

Ensure all necessary export/import documents are prepared.

Here are some additional steps that could be included in the "1. Documentation Review" section of the New Pre-Shipping Inspection Checklist

Verify payment terms and conditions as stated in the purchase order

Check for any special instructions or notes included in the purchase order

Ensure that all certificates of origin and authenticity are included as required

Confirm that the shipping method and carrier details align with the purchase agreement

Review insurance documents to ensure coverage during transit

Ensure that all product labeling and documentation meet the destination country’s requirements

Verify that any necessary permits or licenses for shipping the products are obtained

Check that the terms and conditions of sale (Incoterms) are clearly stated and understood

Confirm that any special handling instructions are documented and available

Ensure that any previous correspondence related to the order is attached for reference

2. Product Inspection

Check product quantity and ensure it matches the order.

Inspect products for visual defects (scratches, dents, discoloration).

Validate product specifications (dimensions, weight, etc.) against the order.

Conduct functional testing, if applicable.

Confirm labeling accuracy and compliance with regulations.

3. Packaging Verification

Inspect packaging condition (no damages, tears, or leaks).

Ensure appropriate packaging materials are used (bubble wrap, foam, etc.).

Verify that weight limits for packaging are adhered to.

Check for proper sealing and fastening of boxes.

Ensure that hazardous materials are labeled correctly, if applicable.

4. Shipping Preparation

Confirm shipping method and carrier are as per the agreement.

Ensure that tracking numbers are assigned and recorded.

Prepare bills of lading and other shipping documentation.

Validate shipping labels for accuracy (address, contact information).

Schedule pickup/delivery with the carrier.

5. Final Review and Approval

Conduct a final inspection of items and documentation.

Obtain necessary sign-offs from quality control and management.

Ensure compliance with any customer-specific requirements.

Document any discrepancies or issues for follow-up.

Confirm shipment readiness and notify the relevant parties.

6. Post-Shipping Procedures

Update inventory records to reflect shipped items.

Follow up with the shipping carrier for confirmation of dispatch.

Monitor shipment tracking until delivery is confirmed.

Gather feedback from the customer upon receipt.

Conduct a review meeting to discuss any issues or improvements for future shipments.

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