Before your goods leave the factory, we inspect the finished batch, document defects, verify packaging and labeling, and give you a clear release / rework / re-inspection recommendation — so you can make the final payment decision with confidence.
Your team keeps the final call: release, release with conditions, require rework, re-inspect, or hold.
Before final payment or shipment release, a PSI gives your team a documented view of the lot presented for inspection. If the findings require attention, you can evaluate corrections, re-inspection, conditional release, or shipment hold while the goods are still accessible at the factory.
PSI does not create commercial leverage by itself. It gives the buyer evidence before payment, release, and logistics decisions may narrow the available options.
Review the inspection evidence before deciding whether to release the remaining payment, subject to your supplier agreement and payment terms.
If the goods remain accessible and the supplier cooperates, identified issues may still be addressed through agreed correction, replacement of affected units, additional verification, or re-inspection before shipment proceeds.
Detectable workmanship, quantity, packaging, labeling, or other in-scope discrepancies can be documented before they become destination-side sorting, rework, fulfillment, or customer-facing issues.
Sorting, rework, replacement coordination, or fulfillment disruption may move to the destination side.
The buyer may need to resolve findings after more payment, logistics, or inventory commitments have already been made.
Observable workmanship, packaging, labeling, or quantity issues may reach the warehouse, retailer, distributor, or end customer.
Once final payment is released and the goods leave the factory, your leverage drops fast. A pre-shipment inspection gives you documented evidence before the balance is paid — helping you decide whether to release, rework, re-inspect, renegotiate, or hold the shipment while the goods are still accessible.
You still have leverage to request corrections, replacements, discounts, or shipment hold.
The goods are still accessible for rework, replacement, or verification.
You avoid discovering quality problems when they are already expensive to fix.
Two views of the same question: what a bad container costs once it lands in the US, and what an inspection is worth against that exposure.
Pick a failure mode US importers hit most often. Figures are typical ranges for a single container-level batch, not a quote.
Four Concrete Risks PSI Mitigates
Once the balance is paid, quality problems become much harder to negotiate.
Defects discovered after arrival can trigger missed selling seasons, delayed fulfillment, and expensive rework.
Defective products reaching customers can lead to returns, complaints, chargebacks, and long-term brand damage.
Scope
Before you book anything, decide how much of this batch actually needs to be looked at.
A pre-shipment inspection is most useful when finished goods are available for inspection, the buyer has defined what the shipment should be compared against, and a payment or shipment-release decision is still open.
It is a final-batch verification tool — not a substitute for unfinished product development, ongoing production monitoring, laboratory testing, or regulatory review.
You want independent inspection evidence before deciding whether to release the remaining payment or authorize the shipment to move.
Why PSI fits: There is still a buyer-controlled decision after the inspection.
The supplier says the order is ready, but your team cannot physically verify the lot before it leaves the factory.
Why PSI fits: An on-site inspector can document the condition of the goods presented for inspection against the agreed inspection basis.
Quantity, SKU mix, workmanship, dimensions, agreed functional checkpoints, packaging, labeling, carton marks, or other buyer-defined requirements need to be checked before release.
Why PSI fits: These are physical shipment attributes that may be suitable for on-site verification when included in the agreed scope.
The batch has gone through rework, a specification or packaging revision, a material or process change, or another issue that your team wants verified before shipment.
Why PSI fits: The final inspection can document whether the goods presented now reflect the agreed correction or current requirement.
Retail packaging, barcodes, carton labels, inserts, shipping marks, or other buyer-provided retailer or marketplace instructions need to be compared with the actual shipment.
Why PSI fits: PSI can verify visible, in-scope physical requirements against the information you provide.
One flow, two steps. Flag what is true for the shipment in front of you, then set the commercial variables. You get the inspect/skip call, the sampling posture, the inspection level and the AQL set we would run. Nothing is stored or sent.
Repeat SKU, proven supplier, small balance. A reduced-sample check or documented photo verification usually covers you. Re-run this if the SKU, factory, or channel changes.
Chargebacks & listing suppression on defect spikes
Standard intensity is the right call for this shipment
What we would actually do
Sampling reduces risk; it does not eliminate it. AQL inspection is a statistical plan on a sample, not a 100% guarantee of every unit, and it is not a substitute for accredited lab testing or a customs ruling.
If your product falls into any of these categories, pre-shipment inspection delivers the highest value:
A pre-shipment inspection is a point-in-time, sampling-based verification of the lot presented at the factory. We compare in-scope physical attributes and findings against the inspection basis agreed with the buyer.
That evidence can support a shipment decision — but it does not replace specialist testing, certification, engineering, legal, regulatory, or customs work.
Physical order match
Quantity, carton count, SKU, model, color, size, variant, and other shipment identifiers included in scope.
Appearance & workmanship
Visible finish, assembly, cosmetic condition, workmanship, and other observable attributes against the agreed reference.
Measurements & agreed functional checks
Dimensions, weight, fit, operation, or other checks that can reasonably be performed with the available equipment and agreed method on site.
Packaging & labeling execution
Retail packaging, master cartons, inserts, barcodes, labels, shipping marks, country-of-origin marking placement, or other buyer-provided physical requirements included in scope.
Sampling findings & defect evidence
Sample results, defect classifications, counts, photographs, measurements, and exceptions documented under the agreed inspection plan.
Laboratory testing
Chemical composition, restricted substances, flammability, electrical safety, material analysis, certified performance testing, or other lab-dependent requirements.
Product certification or regulatory determination
CPC/GCC responsibility, certification filings, regulatory applicability decisions, or a legal determination that the product complies with every applicable U.S. requirement.
Engineering validation
Design validation, long-term durability, destructive engineering analysis, material authenticity, or technical approval beyond the agreed on-site inspection methods.
Factory or supply-chain audit
Factory systems, social compliance, security programs, supply-chain traceability audits, or ongoing production oversight require separate scopes.
Customs or entry determination
HTS classification, duty treatment, admissibility, PGA filing decisions, customs entry, or broker determinations remain outside PSI.
100% inspection or zero-defect assurance
Sampling does not establish that every unit in the lot is conforming, and PSI is not a warranty, insurance policy, indemnity, or supplier-performance guarantee.
WHEN A SPECIALIST OWNS THE DECISION
Lab / certification
Testing results, certification basis, or safety-performance determinations.
Importer / compliance team
Applicable regulatory requirements, certificates, filings, and product-specific compliance decisions.
Customs broker
Classification, duty, PGA and entry filing decisions.
Engineering
Design validation, technical reviews, and other engineering responsibilities.
Legal / regulatory counsel
Legal interpretation, warning obligations, or jurisdiction-specific requirements.
ImporterDesk PSI
Physical shipment evidence against the inspection basis you provide.
For CPSC-regulated products: certificate and eFiling responsibilities remain with the responsible importer/manufacturer and its compliance process; PSI may support physical evidence collection but does not issue the certificate.
Pick your category to see which US requirements a pre-shipment inspection can evidence on the factory floor — and which stay with your lab, broker or counsel. Nothing here is legal advice.
Highest CPSC recall exposure. Lab certificates must exist before the batch ships, not after.
Triggered when: Any product primarily for children under 12
What PSI can evidence
Verify the shipped units match the samples covered by your CPC, and photograph tracking labels on product and packaging.
Who still owns it
Accredited lab issues test reports; you (importer) issue the CPC.
Triggered when: Toys for under-3 use
What PSI can evidence
Confirm assembly state, loose components and pull-test warnings are present on the retail pack.
Who still owns it
Lab performs use-and-abuse testing.
Triggered when: Sold into CA channels
What PSI can evidence
Confirm the exact warning wording, placement and legibility on the units being shipped.
Who still owns it
Your counsel decides whether a warning is required.
Triggered when: All imports
What PSI can evidence
Check marking is permanent, legible and in a conspicuous place on each unit and carton.
Who still owns it
Your broker answers CBP on entry.
Requirements change and depend on your exact product, channel and entry facts. Use this as a checklist for what to capture before departure, then confirm scope with your lab, broker and counsel.
Most chargebacks are decided by packaging, labels and counts — all verifiable at the factory. Tick what your inspection scope already covers, then send the gaps to us as add-on checkpoints.
FBA rejects and relabel fees are almost always packaging and barcode issues, not product issues.
Scope coverage: 0/6
0%3 chargeback-risk items still uncovered. Add them to the inspection brief before booking — verifying them at the factory costs a fraction of a DC deduction or an FBA relabel.
Prepare
A wasted inspection day is almost always a preparation failure — not an inspector failure.
A PSI is only as useful as the requirements it is measured against. Before the inspection, we align the buyer-provided order information, product specifications, approved references, packaging instructions, and applicable revisions so the inspector is not making standards up on the factory floor.
The inspection basis should identify the documents, samples, revisions, and buyer instructions that apply to the shipment being inspected. If two references conflict, the conflict should be resolved or explicitly documented before the affected item is treated as a defect.
The buyer-defined reference set determines what the inspector compares against on site—and which files or exceptions are current for this shipment.
Dimensions, tolerances, materials and functional checkpoints the inspector can verify on site.
CONFIRMED BY BUYEREX-02 recorded in writing. Controlled deviations must be visible in the inspection basis before findings are judged.
Not against an inspector’s assumption, an obsolete supplier file, or an uncontrolled factory-side interpretation.
If two requirements conflict, flag the issue for buyer review. Do not silently choose one version on the factory floor.
What order is actually being inspected?
We confirm the buyer-provided PO or equivalent order reference, including the applicable SKU, model, variant, ordered quantity, and other shipment identifiers needed to match the goods presented at the factory to the intended order.
Purpose: Make sure the inspector is examining the right products against the right shipment.
What measurable or functional requirements apply?
Where provided by the buyer, the inspection basis can include dimensions, tolerances, materials, workmanship requirements, functional checkpoints, drawings, BOM-related references, or other agreed product criteria that can reasonably be checked on site.
Purpose: Turn subjective expectations into defined inspection checkpoints where possible.
What does the buyer-approved product look or perform like?
An approved sample, retained sample, approved photos, color reference, finish reference, or other agreed comparison standard can be used where appropriate.
Purpose: Give the inspector a controlled comparison point for attributes that may not be fully described in a drawing or specification.
What should the shipment look like when it leaves the factory?
Buyer-provided requirements may include retail packaging, master cartons, inserts, shipping marks, barcodes, product labels, country-of-origin marking instructions, pack-out configuration, or other shipment-specific requirements.
Purpose: Check the physical shipment against the buyer-provided packaging and labeling instructions included in scope.
Which version governs today’s inspection?
Before the inspection, the applicable revision, issue date, approved change, or written buyer exception should be identified where version differences could affect the result.
If requirements conflict or remain unresolved, the affected finding is documented for buyer review rather than silently choosing one version at the factory.
Purpose: Keep obsolete drawings, superseded artwork, and undocumented supplier changes from becoming the inspection standard by accident.
Before inspection, the buyer should identify which requirement controls—or provide written acceptance of the exception. ImporterDesk can flag conflicts and organize the inspection basis, but we do not independently rewrite your product specification or approve a supplier deviation on the buyer’s behalf.
Before scheduling the visit, we align the shipment identity, inspection basis, factory access, and timing needed to perform the agreed checks. The objective is simple: the inspector should arrive knowing what to inspect, what to compare against, and whether the goods can actually be sampled and documented.
Most failed PSIs are not inspector errors — the paperwork or the factory floor was not ready. Tick what you already have; progress saves in your browser.
Do not book yet
10 blocking items are open. Booking now usually ends in a partial inspection, a re-visit fee, or a report you cannot use to withhold payment.
If a blocking item cannot be closed before the inspector travels, we recommend rescheduling rather than running a partial check — a weak report gives you no leverage over the balance payment.
Once the inspection brief is aligned, the job moves through a controlled sequence: confirm the lot presented, select samples under the agreed plan, perform the in-scope checks, document exceptions, and organize the findings for buyer review.
Verify what is actually available for inspection.
At the factory, the inspector first confirms the shipment presented against the inspection brief—such as applicable SKUs, variants, carton quantities, packaging status, and other lot identifiers included in scope.
EVIDENCE CREATED
WHAT THIS STAGE GIVES THE BUYER
You know what batch the findings actually relate to.
Draw samples under the agreed inspection plan.
Samples are selected from the goods made available for inspection according to the agreed sampling basis. The inspection record should make clear what was sampled and what portion of the presented lot the findings relate to.
EVIDENCE CREATED
WHAT THIS STAGE GIVES THE BUYER
The results have a defined sampling basis—not an arbitrary handful of units chosen for convenience.
Perform the agreed checks and record what is found.
The inspector performs the physical, workmanship, measurement, agreed functional, packaging, labeling, and other in-scope checks that can reasonably be completed under the available site conditions. Exceptions are documented with the relevant photographs, measurements, counts, classifications, or notes.
EVIDENCE CREATED
WHAT THIS STAGE GIVES THE BUYER
Observable findings are converted into evidence your team can review—not just verbal feedback from the factory.
Turn inspection findings into a buyer-reviewable release file.
The inspection results are consolidated against the agreed inspection basis, including sampling results, documented defects, packaging or labeling findings, unresolved exceptions, and any scope limitations.
BUYER REVIEW PATHS
WHAT THIS STAGE GIVES THE BUYER
A structured evidence file to support the buyer's next payment or shipment-release decision.
LOT PRESENTED
Confirm what is actually available.
Cartons, SKUs, variants and presented quantity are checked against the inspection brief.
LOT / SKU PRESENTATION · CARTON OBSERVATIONS
SAMPLES SELECTED
Draw samples under the agreed plan.
Selected units are tied to the agreed sampling basis and the goods made available for inspection.
SAMPLE QUANTITY · SKU / VARIANT COVERAGE
INSPECT + DOCUMENT
Perform the agreed checks and record findings.
Measurements, workmanship, packaging, labeling and other in-scope checks become reviewable evidence.
PHOTOS · MEASUREMENTS · FINDINGS
BUYER DECISION FILE
Organize the findings for buyer review.
Sampling results, documented defects, exceptions and limitations are consolidated into the release file.
DECISION SUPPORT · NOT SHIPMENT AUTHORIZATION
BUYER REVIEW
These are buyer decision paths supported by the inspection evidence—not shipment authorization issued by ImporterDesk.
Final payment and shipment-release decisions remain with the buyer.
IF CORRECTIVE ACTION IS REQUIRED
Supplier correction → Buyer review → Re-inspection if requested
If the buyer requires corrective action, the supplier may be asked to address the documented issues. A follow-up or re-inspection can then be arranged where appropriate to verify the agreed corrections.
The inspection checklist is built around the shipment, product requirements, approved references, and buyer-defined priorities agreed before the visit. The categories below show the types of physical checks commonly included in PSI—not a universal checklist applied to every product.
Confirm the shipment presented matches the order reference.
EVIDENCE
Counts, SKU references, carton observations, and noted discrepancies
Look for visible manufacturing and finish issues.
EVIDENCE
Defect photographs, location, classification, and sampled-unit observations
Compare measurable attributes with the agreed specification.
EVIDENCE
Measurement records and comparison against the agreed specification
Perform practical on-site checks that are defined and feasible.
EVIDENCE
Recorded results, photographs or video where appropriate, and any test limitation
Verify how the finished goods are packed for shipment.
EVIDENCE
Packaging photographs, packout observations, counts, and noted exceptions
Compare physical labels and shipment markings with the buyer-provided requirements.
EVIDENCE
Label photographs, barcode observations, artwork comparison, and discrepancies
THE CHECKLIST IS DEFINED BEFORE THE INSPECTION
Included in scope
Buyer-defined physical checkpoints that can reasonably be inspected on site.
Separate scope / specialist work
Lab testing · certification · engineering validation · legal or regulatory determination · 100% inspection
Important: PSI functional checks do not replace laboratory testing, certified performance testing, engineering validation, or long-term durability testing. PSI verifies physical execution against the information provided; it does not determine regulatory or retailer compliance on the buyer's behalf.
Build the inspection scope before the first call. This estimates inspector man-days, on-site duration and report turnaround so you can plan around your ship date instead of waiting on a quote.
Product complexity
Batch size
SKUs in this batch
3Each additional SKU adds its own sample pull, label check and photo set.
Add-on checkpoints
Estimated scope
2
billable inspector man-days (1.5 man-days of estimated workload, staffed in whole days)
2 days on site · 1 inspector
Book 5–7 working days before your cargo-ready date, and keep rework room after the report — use the lead-time self-check further down the page to test it against your vessel cut-off.
Report within 24 hours
Counted from the final on-site day. Photo set, defect breakdown and a release / rework / hold recommendation.
Indicative only. Multiply the billable man-days by the price band below for a budget range. Final scope depends on factory layout, packing state, sample availability and your acceptance standard.
Take the billable man-days from the builder above and multiply by the band that matches your factory location and timing. A typical single-site, single-SKU check lands at 1 man-day, so roughly $280–$380 all-in. These are indicative USD ranges for planning, not a quote — final pricing is confirmed in writing once scope and site are known.
Standard factory, single site
$280 – $380
per inspector man-day
Guangdong / Zhejiang / Jiangsu industrial clusters, weekday booking, 5+ business days notice.
Second-tier or inland region
$340 – $460
per inspector man-day
Adds domestic travel and, in some cases, one overnight stay for the inspector.
Rush / weekend / holiday
$430 – $600
per inspector man-day
Bookings under 48 hours, Sunday or public-holiday coverage, or split-shift loading windows.
What moves the number up
Multiple SKUs in one booking
Each extra SKU adds its own sample pull, label check and photo set — roughly +0.15 man-day per SKU.
Multiple factories or sites
Separate travel and separate report per site; no shared sample plan.
Overtime or weekend coverage
Applies when packing finishes late or the vessel cut-off forces a Sunday visit.
Remote or hard-to-reach plants
Travel time over ~3 hours one-way is billed as part of the man-day.
Extended function or cycle testing
Powered goods, long run-time tests and repeat cycles extend on-site hours.
Re-inspection after rework
Priced as a fresh visit at the same man-day rate, usually shorter scope.
No factory-side commissions, no rebates, no charges collected from your supplier. You are the only paying party, which is what keeps the report on your side of the table.
When an AQL-based sampling plan is part of the agreed inspection scope, the sampled units are evaluated against defined acceptance and rejection criteria. Defects are also classified according to the buyer-approved defect definitions for the product.
The result helps your team evaluate the presented lot. It does not establish that every unit conforms, and it does not by itself authorize payment or shipment release.
PART 1 · DEFECT CLASSIFICATION
Severity is determined using the defect definitions agreed for the product—not invented on the factory floor.
Critical
A defect classified by the agreed inspection criteria as creating a serious safety, regulatory, usability, or other buyer-defined critical risk.
TREATMENT
Apply the buyer-agreed critical-defect criterion.
Major
A defect that materially affects intended use, function, saleability, appearance requirements, or another significant buyer-defined requirement.
TREATMENT
Count against the agreed major-defect acceptance criterion.
Minor
A smaller workmanship or cosmetic deviation that does not normally prevent intended use but still differs from the agreed requirement.
TREATMENT
Count against the agreed minor-defect acceptance criterion.
PART 2 · AQL SAMPLING RESULT
The sampling result is one part of the PSI evidence file—not the buyer's final shipment decision.
Sample
Units are selected under the agreed sampling plan from the goods presented for inspection.
Classify
Observed defects are classified as Critical, Major, or Minor according to the agreed defect definitions for this product.
Count
Observed defects are recorded and counted within each severity category in the sample.
Compare
The observed counts are compared with the applicable acceptance / rejection criteria of the agreed plan.
WITHIN THE AGREED SAMPLING ACCEPTANCE CRITERIA
The counted defects in the sample did not exceed the applicable acceptance number for the agreed plan.
EXCEEDS THE AGREED SAMPLING ACCEPTANCE CRITERIA
One or more sampled defect counts reached the applicable rejection condition under the agreed plan.
AQL is a lot-acceptance sampling method—not a measurement of the exact defect percentage in the entire shipment.
Even when the sample meets the agreed acceptance criteria, some units in the lot may still have defects. The result does not prove that every unit is defect-free.
AQL RESULT ≠ SHIPMENT AUTHORIZATION
Sampling result is one input into the PSI file. The buyer should review the complete inspection evidence before deciding whether to release payment or shipment.
SAMPLING RESULT
Based on the agreed plan and the sampled units only.
OTHER FINDINGS
Packaging · labeling · measurements · functional checks · scope limitations · exceptions.
BUYER DECISION
Release · Release with conditions · Require rework · Re-inspect · Hold and escalate.
Standards note: Sampling plans may be established under an agreed standard such as ISO 2859-1 or ANSI/ASQ Z1.4, depending on the buyer's inspection framework. The applicable plan is confirmed before inspection.
Single sampling, general inspection Level II (ANSI/ASQ Z1.4). Enter your lot size and defect counts to see the release decision the report would support.
Applied lot: 3,000 pcs (range 2–5,000,000)
Code letter
K
Sample size
125 pcs
Acceptance (Ac)
Critical 0 · Major 7 · Minor 10
Pass — release for shipment
All three severity levels are inside the agreed acceptance numbers. Release the balance payment and keep the report as your quality record for this supplier.
Normal inspection only — Z1.4 switching rules (tightened after 2 rejects in 5 lots, reduced after 10 clean lots) are agreed per supplier, not modelled here. Sampling reflects a batch, not every unit: AQL results support a defensible release decision, they are not a guarantee that zero defects exist.
Decide
The report is only useful if it settles the release call — and holds up when the supplier pushes back.
A professional PSI report is more than a pass/fail file. It gives you the evidence, defect data, photos, and release recommendation needed to make a shipment decision.
The PSI report organizes the inspection basis, sampling record, on-site findings, photographs, measurements, defects, packaging or labeling exceptions, and scope limitations into one buyer-reviewable file.
It is designed to help your team understand the condition of the lot presented before making the next payment or shipment-release decision.
Executive Summary
Shipment identity, inspection basis, findings, open exceptions, and buyer-review items in one place.
BUYER REVIEW STATUS
Open items require buyer review before the next release decision.
ORDER
PO / shipment reference
SITE
Factory / inspection location
SAMPLE
Agreed sampling basis
SCOPE
Buyer-defined checkpoints
OPEN FINDINGS
Observed condition documented with photo, count, and sample reference.
Buyer-provided requirement does not match the physical shipment presented.
Scope limitation: any requested check that could not be completed is recorded here rather than disappearing into a pass result.
REPORT ANATOMY
Six parts that let your team trace the inspection from shipment identity to buyer decision.
A professional PSI report should make it clear what the findings are based on, where the evidence came from, and what was not verified.
Establishes exactly which shipment the report relates to.
Observed condition
Photo, location, sampled unit, and classification record.
Functional / workmanship deviation
Counted and tied back to the applicable defect definition.
Cosmetic deviation
Recorded with a clear visual reference and sample context.
FINDING TRACE
Checklist requirement
Sample unit
Photo / measurement
Defect classification
Buyer review item
Measurement / Packaging Record
REPORT PAGE · CHECKS
RECORDED CHECKS
Buyer Decision Summary
REPORT PAGE · REVIEW
BUYER REVIEW PATHS
The report is inspection evidence — not a guarantee, certification, or shipment authorization.
WHAT IT RECORDS
The lot presented, sampled units, inspection findings, evidence, and limitations observed under the agreed scope.
WHAT IT DOES NOT GUARANTEE
That every unit conforms, that the supplier will accept a claim, that a retailer or customs authority will accept the shipment, or that a refund / deduction will result.
WHO MAKES THE FINAL CALL
Final payment, shipment release, corrective action, re-inspection, and escalation decisions remain with you.
For complex findings, a report walkthrough can be arranged on request so your team can review the evidence and open items together.
These are the three pages US buyers ask for most: the cover verdict, the AQL result table your QA team will re-check, and the captioned defect photos you can forward to the supplier. Click any page to zoom.
Download the full 3-page sample (PDF)No form required · watermarked sample, no client dataPO, quantity, standard, release recommendation
Sample size, accept/reject limits, defect counts
Captioned photos tied to each defect code
Illustrative pages only. Real reports carry your PO data, inspector name and photo set, and are shared only with your team.
A PSI report is only useful if the person receiving it can act on it. Pick a stakeholder to see which pages matter and what they can do with them.
Customs broker
Files your entry and needs the shipment to match the paperwork
Report pages they read
What they actually do with it
Boundary to keep in mind
PSI does not classify HTS codes or file PGA data — your broker still owns entry decisions.
One inspection releases one shipment. A record of inspections tells you whether the factory is stable, drifting, or quietly becoming a liability — before you commit the next PO or move tooling.
Defects per inspected lot
WorseningNov
PO-2411
PassFeb
PO-2502
PassJun
PO-2506
ConditionalSep
PO-2509
HoldBar height weights critical findings 3x purely for visual emphasis — in the release decision itself a single critical is zero-tolerance and holds the shipment, no matter how the bar looks. Illustrative record structure; your own numbers come from your inspection history. Limit shown: Ac 10 majors (AQL 2.5, sample 200).
Escalation signals
Recurring root causes
Repeat findings belong in your next PO terms and pre-production approval gates — not in another round of emails.
What the record tells you to do next
Keep and tighten
Stable or improving record with no critical findings. Stay on normal sampling, add a check on the one recurring item.
Keep but gate
Worsening majors. Add pre-production sample approval, tighten AQL for two consecutive POs, and hold a payment milestone against inspection results.
Start dual sourcing
Repeat critical findings or failures after corrective action. Begin qualifying a second factory before your next peak season, not during it.
We structure and hold the record, and tell you plainly what it shows. We do not guarantee a factory will improve, and we never recommend keeping a supplier whose critical findings keep repeating.
After reviewing the sampling result, material defects, packaging or labeling exceptions, scope limitations, and any unresolved corrective actions, your team decides what happens next.
PSI can organize the evidence and identify the issues that deserve attention. It does not authorize payment, shipment, rework, or a commercial concession on the buyer's behalf.
BUYER REVIEW GATE
This section is designed to show how the PSI file supports the decision path. It does not replace your own product requirements, supplier agreement, payment terms, shipment timing, or specialist review where needed.
PSI EVIDENCE FILE
The decision should reflect the complete inspection file rather than one AQL result or one isolated finding.
Sampling result
How the sampled units compared with the agreed sampling plan.
Material findings
Defects, measurements, workmanship, and other in-scope physical findings.
Packaging & labeling exceptions
Physical execution compared with the buyer-provided shipment requirements.
Scope limitations
Checks that could not be completed or conditions that limited verification.
Corrective-action status
Open supplier responses, proposed corrections, or unresolved issues requiring review.
The report can make the choices clearer, but it cannot decide your commercial, payment, contractual, regulatory, or risk position for you.
Decision principle: review the complete PSI file against your own product requirements, supplier agreement, payment terms, shipment timing, and any specialist input required for unresolved issues.
Review the evidence. Confirm what was found and what was not fully verified.
Check the open issues. Identify anything that still blocks release or requires another condition.
Choose a path. Select the action your team is prepared to authorize.
DECISION OUTPUT
The report may support one of these paths, but ImporterDesk does not choose the path for you.
Release
Release with conditions
Require rework
Re-inspect
Hold & escalate
Sampling note: Re-inspection or additional sampling should follow an agreed method. A sample should not simply be enlarged after the result is known to obtain a more favorable outcome.
FIVE BUYER PATHS
These are decision paths the inspection evidence may support. They are not automatic verdicts issued by ImporterDesk.
01
WHEN IT MAY FIT
The buyer determines that the inspection evidence does not contain an unresolved issue that blocks release.
WHAT TO CONFIRM
Buyer action: release payment or shipment only if your team chooses to do so.
02
WHEN IT MAY FIT
The buyer is prepared to proceed, but only with clearly documented conditions.
WHAT TO CONFIRM
Buyer action: proceed only under the written conditions your team accepts.
03
WHEN IT MAY FIT
The buyer requires an identified issue to be corrected before it is prepared to release the shipment.
WHAT TO CONFIRM
Buyer action: decide whether correction alone is sufficient or whether re-inspection is required.
04
WHEN IT MAY FIT
The buyer wants fresh inspection evidence before making the next decision.
POSSIBLE REASONS
Buyer action: request a defined re-inspection or additional sampling method before the next decision.
05
WHEN IT MAY FIT
The buyer decides not to proceed while a serious or unresolved issue requires further review.
POSSIBLE REASONS
Buyer action: keep the payment or shipment decision pending under your own supplier agreement while the issue is investigated.
IMPORTERDESK SUPPORTS THE DECISION — THE BUYER AUTHORIZES THE ACTION
IMPORTERDESK
Our role is to help the buyer understand what was observed and what remains open.
BUYER
The buyer retains responsibility for the commercial action taken after reviewing the PSI evidence.
No inspection outcome is a guarantee of overall product conformity, regulatory clearance, or commercial performance. Specialist review may still be required for unresolved issues.
Answer in the order your report reads. The path narrows to one recommended call, with the payment position and the next actions attached.
Are there any critical defects, safety issues, or missing required US markings?
Critical = unsafe in normal use, or an issue that can trigger a CBP marking notice, CPSC action, or a retailer chargeback.
Keep answering to narrow the path. The final release call is always yours — this only shows the position the evidence supports.
A useful PSI process does not stop at “defect found.” When the buyer requires correction, the next step is to organize the evidence, capture the supplier’s proposed response, define what needs to be verified, and support follow-up or re-inspection where requested.
Each stage leaves behind something the buyer can review — rather than relying on verbal assurances or an undefined “we fixed it.”
The finding is documented against the applicable inspection requirement with the available photographs, measurements, defect classification, sample reference, SKU or location, and other relevant observations.
What was observed · where it was observed · which requirement it relates to.
Photos · measurements · classification · sample reference · limitations.
The supplier explains what it intends to correct and how.
The buyer decides what evidence or result is required before the issue is considered closed.
ImporterDesk supports evidence and coordination. The supplier controls its corrective work. The buyer controls acceptance and release.
We help structure the finding and follow-up so the buyer can see what changed and what remains open.
The supplier controls its own execution and cooperation.
The buyer retains authority over what counts as acceptable and what happens next.
Your compliance team will be asked to document who inspected, what they were qualified to judge, and whether they had any financial relationship with the supplier. Here is that answer in advance.
Minimum 5 years on the factory floor
Inspectors are assigned by product family — soft goods, powered goods, furniture and kitted assemblies are not treated as interchangeable.
Trained on AQL sampling, not just checklists
Every inspector applies ANSI/ASQ Z1.4 sample plans and can defend the sample size, accept limit and defect classification in writing.
Bilingual on site, English in the report
Findings are negotiated with the factory in Mandarin and documented for your team in English, so nothing is lost between the floor and your inbox.
Photo-first evidence discipline
Each defect is photographed against the approved sample and coded, so the report survives a supplier dispute or a retailer chargeback review.
Conflict-of-interest lines we do not cross
Ask for the inspector assignment and independence statement with your booking confirmation — it is issued as part of the file, not on request.
A PSI report should be useful because the inspection record is clear and traceable — not because it sounds certain. We commit to working from the agreed inspection basis, documenting what was observed, and making limitations visible so your team can review the shipment with the right context.
The quality of a PSI report depends as much on what it refuses to assume as on what it records.
Observe first. Document second. Conclude only what the evidence supports.
If we could not verify it, the report should not imply that we did.
Clear limitations make a report more useful — not weaker — because your team can see exactly where the evidence stops and where another decision, test, or specialist review may still be required.
These commitments are about how the inspection is performed and reported — not about promising a particular shipment outcome.
The inspection is performed against the scope, references, checkpoints, sampling basis, and buyer-provided requirements aligned for the shipment.
Material changes to the inspection basis are recorded rather than silently absorbed into the result.
The report is strongest when the buyer can distinguish observed evidence from what still requires judgment, testing, specialist review, or commercial action.
Sampling does not prove that every unit in the lot conforms.
PSI does not replace lab, engineering, legal, regulatory, certification, or customs work.
PSI does not guarantee supplier correction, recovery, retailer acceptance, or shipment performance.
Clear evidence is useful. Clear limitations are part of that evidence.
Coverage comparison
Most disputes we see are not caused by a weak inspection. They are caused by using one checkpoint to cover risks it was never designed to catch. Use this table to decide which combination fits the order value and the supplier's track record.
Pre-Shipment Inspection
At 80–100% production
Verifies the finished batch before payment or release.
Production Follow-Up
From material stage onward
Catches drift while the line can still be corrected.
Container Loading Supervision
On loading day
Confirms what physically enters the container.
| Risk you are trying to control | Pre-Shipment Inspection | Production Follow-Up | Container Loading Supervision |
|---|---|---|---|
| Finished-goods defect rate (AQL sampling) | Covered | Partial | — |
| Early detection while rework is still cheap | — | Covered | — |
| Labeling, barcode and retailer packaging rules | Covered | Partial | Partial |
| Quantity actually shipped vs. PO | Partial | — | Covered |
| Carton condition, stuffing and load securing | — | — | Covered |
| Photo/video evidence for supplier pushback | Covered | Covered | Covered |
| Leverage before the balance payment | Covered | Partial | Partial |
Practical rule: first order or a new factory — combine production follow-up with PSI. Repeat order with a stable record — PSI alone is usually enough. High-value or mixed-SKU containers — add loading supervision.
The answers below focus on timing, sampling, inspection scope, corrective action, and the limits of what a PSI can establish — so your team can use the service with the right expectations.
Timing should support a real buyer decision, not simply follow a fixed production percentage.
When the goods presented sufficiently represent the shipment and your release decision is still open.
A PSI should be scheduled when the goods available at the factory sufficiently represent the shipment you are being asked to release, the agreed checks can be performed, and there is still time for your team to review the findings before the relevant payment or shipment decision.
The right timing depends on the product, packing status, inspection scope, factory access, and shipment schedule rather than a single fixed production percentage.
Sampling should support a defined lot decision without being confused with 100% inspection.
The report should make next steps clearer without turning PSI into an automatic decision engine.
Clear boundaries make the inspection record more useful because they show exactly what the evidence can support.
FAQ answers describe the PSI service framework. The agreed scope for a specific shipment should still be confirmed before the inspection is scheduled.
Book
Timing is the last variable you control — book the window before the factory sets it for you.
The right PSI window is not defined by one universal production percentage. It begins when the lot presented is representative of what you intend to ship, the relevant final packaging and labeling are available for inspection, and the goods remain accessible before final payment or shipment release.
A PSI may be premature when the shipment is still changing or the lot presented does not yet represent the finished order.
Important SKUs, variants, finishes, assemblies, or production stages are not yet represented in the available goods.
The inspector cannot meaningfully verify carton configuration, artwork, barcodes, shipping marks, inserts, or other final presentation requirements.
A final-release inspection should not be used to resolve an unfinished product-development decision.
The factory cannot present the shipment in a way that allows representative sample selection and the agreed checks.
At this stage, production follow-up, in-process inspection, sample approval, or specification alignment may be more appropriate than PSI.
PSI becomes meaningful when the goods presented for inspection are substantially representative of the shipment the buyer is being asked to pay for and release.
The available lot represents the products, SKUs, variants, and production condition intended for shipment.
Required cartons, labels, barcodes, inserts, shipping marks, or packaging configurations are available for comparison.
The buyer has defined what version, specification, approved sample, drawing, packaging instruction, or other requirement the inspector should use.
Samples can be selected, cartons opened where permitted, measurements or agreed functional checks performed, and evidence documented.
Final payment or shipment release has not already removed the buyer’s practical ability to require correction, re-inspection, or hold.
The right PSI timing depends on when representative goods will be available, what your inspection scope requires, factory access, and when your team needs the evidence for its payment or shipment decision.
The goal is not to hit a universal production percentage. It is to leave enough time for the inspection, report review, and any corrective action or follow-up your team may require.
The inspection date matters less than the decision window around it.
The practical objective is to have usable inspection evidence before the payment, loading, or shipment decision becomes difficult to change.
Scope, readiness, and inspection can be coordinated before the schedule becomes compressed.
Time remains to assess findings and decide whether follow-up is needed.
Options may narrow as the buyer decision becomes harder to move.
Start with the planned shipment window and the point at which your team needs inspection evidence for a payment, loading, or shipment-release decision.
Earlier notice generally creates more scheduling flexibility. It does not guarantee supplier readiness, corrective action time, or inspector availability.
The buyer still has room to review and respond.
Inspection evidence can be reviewed before the decision deadline, with some practical room for follow-up if required.
The shipment schedule is beginning to dictate the decision.
Inspection is being scheduled so close to payment, loading, or shipment that corrective options or re-inspection time may be limited.
Inspection availability and report timing are confirmed for the specific assignment after scope, location, access, and scheduling requirements are reviewed.
Work backwards from your vessel cut-off. If the math does not leave room for one rework round, the inspection becomes a report you cannot act on.
Expected rework scope if the batch fails
Not enough runway
3 calendar days shortEither move the cut-off, split the shipment, or accept that a failed batch cannot be reworked before sailing. Decide which one now, not on inspection day.
Indicative planning tool only. Stages are counted in factory working days and converted to calendar days on a 5-day week, so weekends are already excluded — public holidays (Chinese New Year, Golden Week) are not. Actual scheduling also depends on inspector availability, factory location and your carrier's documentation cut-off.
You do not need to design the inspection plan before contacting us. Start with the order, product requirements, factory location, expected goods availability, and the decision deadline your team is working toward.
We use that information to clarify the inspection basis, identify missing inputs, confirm scheduling feasibility, and define the scope before the inspector travels.
No calculator is more useful than the actual shipment facts.
Enough information to identify the batch, understand the buyer’s requirements, and see what still needs to be clarified.
PO, order confirmation, or equivalent shipment reference, including product, SKU, variants, and quantity.
Specifications, drawings, dimensions, tolerances, or buyer-defined checkpoints that matter for this shipment.
Approved sample, photographs, artwork, packaging reference, or another controlled comparison basis.
Final buyer-provided carton, retail-pack, barcode, label, shipping-mark, or channel instructions that apply.
Factory location, contact, expected goods availability, and practical access information.
The payment, loading, internal approval, or shipment decision that the PSI needs to support.
The objective is to make the inspection basis clear enough that the inspector is not improvising the assignment on the factory floor.
What the shipment will be compared against and which version of the reference applies.
Which physical checkpoints are included and which requested items require another method or specialist scope.
The agreed inspection or sampling basis applicable to the shipment.
What goods, access, references, tools, or conditions must be available before the inspector travels.
Whether the requested inspection window can be supported after location, access, scope, and availability are reviewed.
Anything that cannot yet be verified, remains undefined, or still needs buyer clarification before travel.
Bring the shipment facts. We’ll help turn them into an inspection brief.
These contexts help us understand where the pressure is coming from. They do not automatically determine the sampling plan, schedule, or inspection intensity.
Send the order details, factory information, available references, and the buyer decision deadline. We can then identify what still needs to be clarified before an inspection is confirmed.
Scope, scheduling feasibility, and any limitations are confirmed before the inspector travels.
PSI gives your team an independent record of the lot presented at the factory before the relevant payment or shipment-release decision.
We define the inspection basis with you, verify the agreed physical checkpoints on site, document findings and limitations, and organize the evidence into a report your team can review.
You keep control of the commercial decision.
