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Serving as an assurance to suppliers, Pre-shipment inspection holds prominence in the export-import market. Know its importance and process to get it done.

What is Pre-Shipment Inspection and Why Is It Important

A pre-shipment inspection serves as an assurance to suppliers that their products are prepared for their journey to the destination market. 

Rather than just focusing on the technical steps involved, let’s take a moment to understand the significance of pre-shipment inspections.

What is a Pre-Shipment Inspection?

A pre-shipment inspection is an important step undertaken by various stakeholders in trade, including buyers, suppliers, and agencies, to assess newly manufactured products before they are dispatched for export or import. 

The objectives of such inspections encompass several key aspects:

  • Evaluation of both the quantity and quality of the merchandise.
  • Identification of any defects in the products.
  • Verification that the products comply with the safety standards required by the destination market.
  • Generation of reports for import and billing purposes.

The concept of pre-shipment inspections was formally introduced in 1994 as part of an agreement aimed at enhancing international trade standards under the General Agreement on Tariffs and Trade (GATT), later succeeded by the World Trade Organisation (WTO). 

This agreement laid down several obligations regarding pre-shipment inspections, emphasising principles such as:

  • Non-discrimination
  • Transparency
  • Protection of confidential business information
  • Minimisation of delays
  • Price verification based on comparable goods’ prices in the exporting country, allowing exporters to justify their pricing
  • Establishment of appeals procedures by inspection agencies, with findings made accessible to other exporters

Accredited inspection agencies conduct pre-shipment inspections when production reaches at least 80% completion. 

This final check offers a critical opportunity to rectify any issues before the products are shipped, serving as an effective measure to mitigate potential import risks. The inspection typically encompasses aspects such as functionality, performance, durability, overall appearance, and dimensions.

Upon successful completion of the pre-shipment inspection, the agency issues an inspection report document, which accompanies the consignment to its destination, providing assurance to all parties involved in the trade process.

Important Steps in a Pre-Shipment Inspection Procedure

Here are 7 steps that hold significance in the pre-shipment inspection process.

Step 1. On-Site Inspection Visit

Pre-shipment inspections are conducted at the factory or production facility. If inspectors suspect the presence of restricted chemicals in the products, they may recommend further off-site laboratory testing. 

For instance, products suspected of containing hazardous chemicals like lead or toxins from azo dyes, regulated by Europe’s REACH directives and the US Federal Trade Commission, might require additional scrutiny.

Step 2. Quantity Verification

Inspectors count the shipping cartons to ensure the accurate quantity of products. This step guarantees that the right number of products and packages will be dispatched to the correct destination. 

It is crucial for initiating payment for a letter of credit, as agreed upon by the buyer, supplier, and bank. Additionally, inspectors check packaging materials for safety during transportation and ensure proper labelling.

Step 3. Random Sampling

Professional pre-shipment inspection services utilise internationally recognised statistical sampling methods such as ANSI/ASQC Z1.4 (ISO 2859-1). 

An Acceptance Quality Limit (AQL) is defined to determine the acceptable number of defects in a batch before rejection. The AQL varies based on the product type, aiming to provide an unbiased assessment.

Step 4. Checking Cosmetic and Workmanship

Inspectors examine the overall workmanship of randomly selected products for any visible defects. Defects are categorised as minor, major, or critical, according to predetermined tolerance levels agreed upon between the manufacturer and supplier during product development.

Step 5- Verification of Conformity

Quality control inspectors verify various aspects of the products including dimensions, materials, construction, weight, color, markings, and labeling. In the case of garment inspections, inspectors ensure the accurate sizing of the shipment, matching production dimensions and labels. 

For other products, dimensions play a crucial role, and inspectors measure them to compare them against the original specifications.

Step 6- Testing Functionality and Safety

Following are the various elements and a brief about how they are tested.

Functional Testing for Garments

In garment, apparel, and footwear inspections, inspectors conduct physical tests on the products to assess the durability of buttons, zippers, and other accessories through pull tests, fatigue tests, and stretch tests. 

Additionally, fabric density and composition tests determine the thickness or density of fabrics utilised in garment production. Specialised tools are employed to measure fabric density, while inspectors physically count the stitches per inch. 

If a fabric is found to be too thin or inadequately dense, it may indicate the use of inferior materials by the manufacturer, which could compromise the product’s longevity under normal wear and washing conditions.

Mechanical Safety Tests

Products featuring moving parts, such as bicycles and pushchairs, undergo mechanical safety tests to mitigate the risk of injuries resulting from defects. 

These tests evaluate the product’s shape and design to identify any sharp edges or components that may pinch or entrap fingers, toes, or other body parts. 

Mechanical safety testing also encompasses examining critical components like screws and hinges to ensure their safety in the assembled product.

Electrical Safety Testing

Electrical and electronic products undergo rigorous testing to ensure compliance with various safety regulations before they can be certified and labelled. Evaluation of electrical safety often occurs in laboratory settings rather than at the factory site. 

Key tests include:

  • High Voltage Test (Dielectric Withstand Test): This test measures the electrical product’s ability to withstand high voltages applied between its electrical circuit and the ground.
  • Leakage Current Test: This test assesses whether the current flowing between an AC source and the ground exceeds specified limits.
  • Insulation Resistance Test: This test evaluates the quality of electrical insulation used in the product.

Ground Continuity Test: This test ensures the presence of a clear path between all exposed metal surfaces and the power system ground.

Country-Specific Labels & Markings for Electrical Products

The required type of electrical safety testing varies depending on the product type and the target market.

  • UL Certification Mark: Issued by the Underwriters’ Electrical Bureau, recognised by the U.S. federal agency Occupational Safety and Health Administration (OSHA).
  • CE Marking: A globally recognised mark indicating compliance with health, safety, and environmental protection standards for products sold within the European Economic Area (EEA).
  • VDE e.V. (Germany): Provided by the VDE Association for Electrical, Electronic & Information Technologies (Verband der Elektrotechnik, Elektronik und Informationstechnik), widely acknowledged in Germany and internationally for electrical engineering standards and testing.
  • CSA (Canada): The Canadian Standards Association (CSA) registered mark signifies that a product has been independently tested and certified to meet safety or performance standards required for Canada.
  • BSI (UK): The British Standards Institution (BSI), the national standards body of the United Kingdom, produces technical standards for various products and services and offers certification and standards-related services to businesses.
  • CCC Mark (China): The China Compulsory Certificate mark (CCC) is a mandatory safety mark for many products imported, sold, or used in the Chinese market.

Step 7. Inspection Report

Following the completion of the pre-shipment inspection, a comprehensive report is compiled containing a pass/fail outcome, an overview of significant findings, and a detailed summary of the inspection results. 

Some pre-shipment reports also include clear visual documentation, such as images showcasing all inspection points, enabling a thorough understanding of the findings.

Summing Up

Pre-shipment inspection stands as a safeguard in the complex web of global trade, ensuring that products meet quality, safety, and regulatory standards before they embark on their journey to customers worldwide. 

By assessing various facets of production, from material quality to safety measures, these inspections not only mitigate risks for importers and exporters but also build trust and confidence in the marketplace. The value of pre-shipment inspection remains indisputable, serving as a beacon of reliability and assurance in an ever-evolving global economy. 

So, whether you’re a seasoned importer or a burgeoning entrepreneur, integrating pre-shipment inspection into your supply chain strategy is not just a best practice – it’s a vital step towards ensuring excellence and integrity in every transaction.

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