Pre-Shipment Inspection / Batch Release

Pre-Shipment Inspection

The last check before the goods leave the factory: the finished batch, its packing and its labels put against the sample and the specification you already approved — and written into a report you release against.

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The criteria follow the agreed order. What is checked, how much of the batch is handled and whether a re-check is agreed are settled on the order, so no fixed figures appear on this page — and no inspection result is shown on it.

Stage: Before shipment, once the run is complete
Owner: QC Division
Held against: The approved sample and the agreed order
Evidence: Report, photographs and video

01 / The decision this step makes

One batch, one record, one release.

This page stays on a single step of the order. It covers the batch standing in front of the inspector, what is written down about it, and the release decision that follows. The wider practice is set out on Quality Control, and the stages either side on Our Process.

What the check decides

Whether the batch matches the reference The finished goods are put against the approved sample and the specification agreed on the order — not against a fresh opinion formed on the day of the visit.
Whether the packing is as agreed The retail pack, the master carton and the labels are checked as packed, because the packing is part of what you receive.
Whether the quantity on the floor matches the order Packed and total counts are taken from the goods actually presented for shipment.
Whether the release can be put to you The visit ends in a written result you can read. It does not end with the goods leaving the factory on a verbal assurance.

Where it sits in the order

01 Sample approved The reference the bulk is held against.
02 Pre-production material check Incoming material checked before the run starts.
03 Production follow-up Progress followed, and any change agreed with you first.
04 Pre-shipment inspection This page Finished goods and packing checked before they leave.
05 Inspection report issued The written result, with photographs and video.
06 Your written approval Of the report, or of a bulk sample where the order calls for one.
07 Balance settled and dispatch Documents prepared and shipment arranged on the agreed terms.

Only the marked step is handled in depth here. Payment terms, trade terms and the stages before and after it belong to the process page.

02 / The pre-shipment checklist

Seven areas, each held against a reference.

Every line names two things: what the batch is compared with, and what the visit writes into the record. A row is only meaningful where that reference was already agreed on the order.

Check area, the reference the batch is held against, and what goes into the record. Which areas apply on an order is settled by the agreed scope.
No.	Check area	Held against	Recorded as
01	Appearance	The approved sample, and the colour, finish and surface named on the order.	Photographs of the units as presented, filed under the batch reference.
02	Workmanship	The construction, joints and finish the order names for the product.	Close-up photographs of each area examined, marked to the unit it came from.
03	Dimensions	The measurements confirmed on the approved sample.	Measured values with the instrument used, written against the batch.
04	Quantities	The packed and total counts on the order.	Counted figures for the batch as presented, carton by carton.
05	Packaging	The retail pack and master carton confirmed at sample stage.	Photographs of the packed unit, the opened carton and the closed carton.
06	Labels	The label, barcode and carton mark confirmed with the sample.	Photographs of each label as applied, with the shipping mark on the carton.
07	Agreed specifications	Every further point written into the order, taken item by item.	The point listed beside what was seen against it, and the unit it was seen on.

The criteria, the sampling and any re-check follow the agreed order. No pass rate, sampling level or defect limit is published here, because the order is what sets them.

03 / What the record contains

Written down, so it can still be read after the goods move.

The visit produces a document set, not a memory. Each piece refers to the same batch, so a unit can be traced back to what was seen on the day.

Inspection report

The written result of the visit, issued on a Huntersourcing report template rather than a factory document.

Photographs

The units and the packing as they were found, filed under the batch reference.

Video

Footage of the goods and the packing taken during the visit.

Batch and date reference

The batch, the date of the visit and the status of a finding, so a unit can be traced after it moves.

Release authorisation

Your written approval of the report, or of the bulk sample where the order calls for one, recorded before dispatch.

Where the order calls for it, a bulk sample can be sent for your confirmation before shipment, and a factory audit report can be issued alongside the inspection report.

Record fragment

Batch record line

Layout sample

Batch reference: PSI-EXAMPLE-0000 — layout example only
Held against: The approved sample and the specification on the order
Check window: Recorded in the report for each batch
Findings: Written against the batch, with the media attached
Release: Your written approval, recorded before dispatch

Layout sample Not a client document No inspection result is shown

04 / The release decision

Nothing ships without your written approval.

The inspection produces a result; the release is a separate decision, and it is yours. The goods stay with the factory until the approval is on record.

01 The report is issued The visit closes with a written report, not a phone call.
02 You read the result The report, its photographs and its video come to you.
03 A bulk sample where the order calls for one It is sent for your confirmation before shipment.
04 You approve in writing Nothing leaves the factory until you confirm the report, or the bulk sample, in writing.
05 Balance and dispatch With the approval on record, the balance is settled and shipment is arranged on the agreed trade terms.

Released for shipment The written approval of the report, or of the bulk sample, is on record.

Held pending your approval The goods stay with the factory until you confirm in writing.

Re-check where the order agrees one A re-inspection is confirmed on the order, not assumed from a single visit.

Depends on the agreed scope Criteria, sampling and the rules for rework, re-check and liability are settled before the order runs.

If a delivery, a change or a quality problem comes up before the goods are ready, it is raised with you and the order continues only once the way forward is agreed. Refund, compensation, rework, re-check and liability rules are agreed before the order rather than decided after a finding.

05 / Field evidence

What the visit photographs.

Each figure below is a placeholder labelled with the size it should be replaced at, so real photography from a pre-shipment visit can drop straight in.

Inspection bench at the factory with packed cartons behind and the batch record open — Fig. 01 The bench: the batch presented for check, with the record open beside it. 1600 × 900

Measuring instrument on a finished unit with the measured value being written down — Fig. 02 Dimension check on a finished unit, written against the batch. 1200 × 800

Retail pack, opened master carton and closed marked carton photographed in sequence — Fig. 03 Packaging in sequence: retail pack, opened carton, closed carton. 1200 × 800

Labels and shipping mark photographed on cartons before they are closed — Fig. 04 Labels and shipping mark photographed before the cartons are closed. 1200 × 800

Start here

Tell us what the batch has to satisfy.

Send the product, the specification and the sample the bulk is held against. We will confirm what is checked on your order, how much of the batch is handled and what the report will contain.

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