Why inspect before shipping
The logic is simple: while the goods are still in China, you still have bargaining power. The supplier wants the balance of the payment, wants to keep the relationship and can still fix problems without that costing international freight, import taxes and the strain of sending goods back from one country to another.
Once the ship sails, that power disappears. The goods are on their way to Brazil, the logistics cost is already committed and any quality problem will require a far harder negotiation, when one is possible at all.
The most common problems a pre-shipment inspection catches:
- Goods with dimensions or specifications different from the approved sample
- Poorer finishing: cheaper materials swapped in without notice
- Inadequate packaging that causes damage in sea transport
- Incorrect or missing labelling (language, voltage, certification)
- Quantity that does not match the invoice: units missing from the batch
- Defective units mixed in among the approved batch
Rule of thumb: a standard inspection costs between US$ 180 and US$ 400. The cost of receiving and dealing with a container of substandard goods, return freight, rework or disposal, plus the idle capital, easily reaches tens of thousands of dollars. The arithmetic is clear.
The 4 types of quality inspection in China
There is no single type of inspection. Choosing the right moment depends on the product, the risk involved and your track record with the supplier.
Type 01
Pre-Production Inspection (IPC)
Carried out before the supplier starts producing. It checks raw materials, components and the line setup. Ideal for high-risk orders or products with critical certification.
Type 02
During Production Inspection (DUPRO)
Carried out when 20–50% of production is complete. It catches systemic problems early, while they can still be fixed without redoing everything. Widely used on long or high-volume runs.
Type 03
Pre-Shipment Inspection (PSI)
The most common one. Carried out with 80–100% of production complete and packed. It samples the final batch and checks packaging and labelling before the container is sealed.
Type 04
Factory Audit (FA)
A full assessment of the facilities, processes, certifications and production capacity. It is not about the product itself, but about the factory that makes it. Used when first qualifying a supplier.
For most Brazilian importers, the pre-shipment inspection (PSI) is the compulsory starting point. For new suppliers or high-value products, combining PSI with a factory audit is the recommended standard.
What the inspector checks on the product
A professional pre-shipment inspection follows criteria agreed in advance with the buyer. The inspector does not turn up at the factory "to see how things look", they run a verification protocol that includes:
Quantitative check
- Unit count against the order and the invoice
- Check of the number of cartons and declared volumes
- Gross and net weight against the specification
Qualitative check
- Comparison with the approved sample (dimensions, colours, materials)
- Basic functional test: the product switches on, works, opens and closes as expected
- Identification of defects: critical (unacceptable), major (compromise use) and minor (cosmetic)
- Check of surface finish, seams, joints and weld points
Packaging and labelling
- Packaging resistance to sea transport
- Markings required for import into Brazil (language, voltage, INMETRO where applicable)
- Correct barcode, SKU and tracking information
- Handling and storage instructions
The result is documented in a report with detailed photos of every point checked, including close-ups of the defects found and a final rating: Pass, Conditional pass or Fail.
Technical note: sampling follows the AQL (Acceptable Quality Limit) standard, a statistical methodology that defines how many units to inspect per batch and the maximum defect rate accepted. AQL 2.5 is the most used for consumer goods: it accepts up to 2.5% major defects and zero critical defects.
What a quality inspection in China costs
| Type of inspection | Average cost (USD) | Duration | Best for |
|---|---|---|---|
| Pre-shipment inspection (PSI): 1 inspector | US$ 180–350 | 1 day | Orders above US$ 3,000 |
| During production inspection (DUPRO) | US$ 200–380 | 1 day | Production > 30 days or high volume |
| Pre-production inspection (IPC) | US$ 200–400 | 1 day | Products with critical certification |
| Factory audit (FA) | US$ 350–600 | 1–2 days | Qualifying a new supplier |
| PSI + FA combined | US$ 500–850 | 2 days | New suppliers on high-value orders |
The figures above are per visit, with one inspector, at factories in the main industrial hubs (Guangzhou, Shenzhen, Yiwu, Hangzhou, Shanghai). More remote regions may carry a travel surcharge.
Well-regarded international inspection companies operating in China: SGS, Bureau Veritas, Intertek, QIMA (formerly AsiaInspection) and TÜV Rheinland. All offer online booking and reports in Portuguese or English.
How to book an inspection in China
There are two main ways to arrange a quality inspection in China, and they work quite differently:
Independent inspection company
You hire a company such as SGS or QIMA directly. This works well when:
- You already have import experience and know exactly the protocol you want
- You can draw up the inspection checklist (technical specifications, AQL criteria)
- You are able to interpret the report and decide to pass or fail the batch
- You have enough of a relationship with the supplier to arrange the inspector's access
Specialist partner
You delegate managing the inspection to a partner such as BCVN. This works better when:
- You are starting out and do not know how to put an inspection protocol together
- You want someone who knows the product, the supplier and the context to interpret the results
- You need the problems found to be negotiated directly with the factory in Mandarin
- You want the inspection as part of an integrated service (supplier qualification, inspection, logistics)
An important difference: an inspection company delivers a report, and what you do with it is your responsibility. A specialist partner acts on the result: negotiates corrections, follows the fix through and only clears the shipment when the goods conform.
When inspection is compulsory and when it is optional
| Situation | Recommendation |
|---|---|
| First order with a new supplier | Inspection compulsory |
| Product requiring INMETRO or ANVISA certification | Inspection compulsory |
| Order above US$ 5,000 | Inspection compulsory |
| Product with safety-critical components (electrical, toys, food) | Inspection compulsory |
| Order below US$ 2,000 with a long-standing supplier | Inspection optional (weigh the track record) |
| Simple product, no certification, supplier with 5+ approved orders | Periodic inspection (every 3–4 orders) |
| Repeat order identical to a batch already approved | Can be skipped, with caveats |
One important caveat: even suppliers with a good record can deliver poorer quality when they are under deadline pressure, short of raw material or in a period of peak demand. Inspecting periodically, not only on the first order, is the recommended practice for any medium or long-term supply relationship.
There is one moment in the year when it stops being optional for any product: the restart after Chinese New Year. The factory reopens with a new team, and that is when quality wobbles. The dates are in the Chinese holiday calendar. The reference you inspect against is called the golden sample, and where it comes from is in the guide on product development in China.
What to do when the goods fail
A failed inspection is not necessarily the end of the order. It is the start of a negotiation with the supplier, and you are in a far better position than you would be after shipping.
The options available after a failed inspection:
- Ask for correction and re-inspect. The supplier fixes the defects listed in the report and you book a new inspection. It costs one more visit, but the goods arrive as ordered. This works when the problem can be fixed without redoing everything.
- Negotiate a proportional discount. If the defect is minor and can be fixed in Brazil (repacking, small adjustments), negotiate a discount on the order equal to the local correction cost. Document everything in writing before releasing the shipment.
- Accept and document the defects as a conditional pass. For batches with a small percentage of minor defects (below the AQL limit), the batch can be accepted with the defects formally recorded, useful when the deadline leaves no room to re-inspect.
- Reject the batch and rework the order. In cases of serious non-conformity (product different from the specification, substituted material, safety risk), outright rejection is the right call, even if it means delay and renegotiating the order.
A critical mistake to avoid: never release the shipment before resolving a failed inspection "so as not to miss the deadline". Your customer's delivery date is a manageable problem. Receiving a container of defective goods in Brazil, with freight paid, tax collected and no bargaining power left, can be catastrophic.
Frequently asked questions about quality inspection in China
What is quality inspection in China?
Quality inspection in China is the process of physically checking the goods at the factory, before, during or after production, to confirm they meet the specifications agreed with the buyer. An independent inspector, or one from the intermediary company, visits the factory, samples batches of the product and issues a detailed report with photos, measurements and a result (pass, conditional pass or fail). The aim is to identify defects and non-conformities while the goods are still in China, when they can be fixed without freight and import costs.
When should I run the pre-shipment inspection?
The pre-shipment inspection (PSI) should be run when 80 to 100% of production is complete and packed, but before the container is sealed and the ship sails. That timing is ideal because the goods are ready for a real assessment and it is still possible to negotiate corrections or compensation with the supplier before shipping takes away your leverage. For FCL orders (full container load), the inspection should be run before loading into the container.
How much does a quality inspection in China cost?
A standard quality inspection (one inspector, one working day) costs between US$ 180 and US$ 400, depending on the inspection company, the region of China and the complexity of the product. Companies such as SGS, Bureau Veritas and Intertek work in that range. The cost is per visit, regardless of the order value. For orders of US$ 5,000 or more, the return on inspection is practically guaranteed: a single shipment caught and corrected pays for a whole year of inspections.
Which products most need quality inspection in China?
Every product benefits from inspection, but it is especially critical for: electronics and appliances (electrical safety risk and INMETRO compliance), toys (compulsory INMETRO, child safety risk), textiles with technical specifications (fabric weight, composition, finishing), industrial and mechanical parts (critical dimensional tolerances), and any product requiring compulsory certification in Brazil. Low unit-value, high-volume products also benefit from statistical sampling to guarantee batch consistency.
What happens if the goods fail the inspection?
When the goods fail, the importer receives a report detailing the non-conformities with photos. From there the options are: (1) ask the supplier to fix the defects and book a new inspection; (2) negotiate a price discount equal to the cost of correcting them in Brazil; (3) reject the batch and cancel or rework the order. Failing before shipping is always better than finding out in Brazil: it lets you negotiate while the supplier still has an interest in honouring the contract and the goods are within reach.
Can I trust the factory's in-house quality control department?
The factory's in-house quality control serves the factory's interest, not yours. Under deadline or cost pressure, in-house QC can pass batches that would fail an independent inspection. Third-party inspection, carried out by an inspector with no tie to the supplier, is the only guarantee that the acceptance criteria are the buyer's, not the factory's. For new suppliers or high-value orders, never replace independent inspection with in-house QC.
Trade fair products in the China Showcase
Real finds from the fairs this guide covers, each with its cost and resale logic. See more in the China Showcase.
