TUV Austria Bureau of Inspection & Certification (Pvt.) Ltd.

Pre-Shipment Inspection – Get to Know | 12-Steps Procedure

Pre-Shipment Inspection – 12-Step Procedure for Quality Assurance

In today’s competitive global market, ensuring that products meet quality, safety, and compliance standards before shipment is critical.

Pre-Shipment Inspection – 12-Step Procedure for Quality Assurance

Pre-Shipment Inspection (PSI) services are a vital part of international trade, providing buyers with the assurance that goods meet their requirements before leaving the exporting country.

These inspections are usually carried out by independent third-party inspection companies, ensuring impartial verification of product quality, specifications, and compliance with relevant regulations.

What is a Pre-Shipment Inspection?

A Pre-Shipment Inspection (PSI) is a systematic assessment conducted before goods are dispatched from the manufacturing facility. The goal is to verify that the shipment matches contractual specifications, quality standards, and applicable regulations, thereby reducing the risk of costly issues after delivery.

Step-by-Step Pre-Shipment Inspection Process

1. Engagement & Agreement

  • The process begins when the buyer/importer hires a pre-shipment inspection service provider.

  • Both parties agree on:

    • Inspection scope

    • Standards and quality criteria

    • Documentation requirements

  • Terms such as cost, location, and timelines are finalized.

2. Documentation Review

The inspection company reviews essential documents, including:

  • Purchase orders & product specifications

  • Packing lists

  • Shipping documents (Bill of Lading, Airway Bill)

  • Certificates of Origin & Compliance

  • Import/export permits

This step ensures a clear understanding of product requirements.

3. Factory Selection

  • The inspection body identifies the manufacturing facility or production lot to be inspected.

  • A representative sample from the actual shipment is chosen to ensure accuracy.

4. Scheduling

  • Inspection is scheduled close to the shipment date to ensure final production quality matches the inspected goods.

  • Timelines align with production completion and shipping deadlines.

5. On-Site Inspection

Qualified inspectors visit the factory to conduct a comprehensive evaluation, which may include:

  • Visual Inspection – Checking product appearance, labeling, and packaging.

  • Functional Testing – Ensuring products operate as intended.

  • Dimensional Checks – Measuring size and tolerances.

  • Safety Checks – Verifying compliance with safety regulations.

  • Quantity Verification – Confirming the order quantity.

6. Sampling

  • Random samples are selected for closer examination or laboratory testing.

  • Sampling ensures unbiased quality verification.

7. Testing & Analysis

When applicable, samples undergo:

  • Mechanical Tests – Strength, durability, hardness

  • Chemical Tests – Composition, purity

  • Electrical Tests – Voltage, current performance

8. Reporting

The inspection company issues a detailed inspection report, containing:

  • Inspection findings

  • Photographic evidence

  • Deviations from specifications

  • Corrective action recommendations

9. Decision-Making

  • The buyer reviews the inspection report to decide whether to accept, reject, or request modifications before shipment.

10. Final Certification

If the shipment passes inspection, a Certificate of Compliance/Conformity is issued, which may be required for customs clearance and trade documentation.

11. Shipping & Documentation

  • Once approved, goods are prepared for shipment.

  • Documentation, including the inspection certificate, is shared with customs and logistics teams.

12. Follow-Up (Optional)

Some inspection companies offer follow-up services to confirm corrective actions have been implemented before shipping. This helps maintain long-term supplier compliance.

Why Pre-Shipment Inspections Matter

  • Reduce the risk of receiving defective or non-compliant products

  • Avoid costly delays and disputes

  • Build trust with customers through consistent product quality

  • Ensure compliance with import regulations and buyer specifications

TUV Austria BIC – Your Trusted Partner for Pre-Shipment Inspection

At TUV Austria Bureau of Inspection & Certification Pakistan, we offer independent, reliable, and professional pre-shipment inspection services across various industries. Our highly trained inspectors ensure your products meet required quality, safety, and regulatory standards before they leave the factory floor.

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