Pre-Shipment Inspection (PSI) in the Philippines: What QA/QC Inspectors Check Before You Ship

1. Diverse Manufacturing Landscape

The Philippines exports a wide range of products, including:

• Electronics and semiconductors
• Apparel and footwear
• Furniture and home décor
• Food and agricultural products
• Automotive and industrial parts

Each sector has different quality risks, making inspection essential to ensure consistency and compliance.

2. Distance From Import Markets

Most Philippine exports are shipped to North America, Europe, the Middle East, and other parts of Asia. Without PSI, problems may only be discovered weeks later, when the shipment has already arrived, making corrections expensive or impossible.

3. Cost and Risk Reduction

A PSI typically costs far less than the cost of rejected shipments, rework, recalls, or damaged brand reputation.

4. Contractual and Regulatory Compliance

Many buyers and governments require inspection reports to confirm that goods meet safety, labeling, or performance requirements.

1. Quantity Verification

One of the first and most fundamental checks during a pre-shipment inspection is quantity verification. Even reputable suppliers can make mistakes in packing or counting, especially for large or complex orders.

QA/QC inspectors physically verify that the shipment quantity matches the purchase order and shipping documents.

What Inspectors Check:

• Total number of finished units
• Units per carton
• Number of cartons or pallets
• Assortment breakdown (sizes, colors, models, SKUs)
• Consistency with the packing list and invoice

Why Quantity Checks Matter:

Incorrect quantities can cause inventory shortages, overpayments, delayed deliveries, or disputes with suppliers. By confirming quantities before shipment, buyers ensure they receive exactly what they paid for.

2. Product Workmanship and Visual Inspection

After confirming quantities, inspectors focus on overall product workmanship and appearance. This step identifies visible defects that could affect product usability, customer satisfaction, or brand perception.

Visual inspection is conducted by comparing sampled products against approved samples, specifications, or reference standards.

Common Visual Defects Checked:

• Scratches, dents, cracks, or chips
• Poor finishing, painting, or coating
• Uneven stitching or loose threads
• Missing or loose components
• Color variation or inconsistency

Importance of Workmanship Inspection:

Visual defects are among the most common reasons for customer complaints and returns. Catching these issues before shipment helps maintain consistent quality across all delivered products.

3. Product Specifications and Measurements

Beyond appearance, inspectors verify that products meet the technical specifications defined in the purchase order and product drawings. Even small deviations in size or material can cause major problems for downstream use or resale.

Measurements are taken using calibrated tools to ensure accuracy and repeatability.

Typical Specification Checks:

• Dimensions and tolerances
• Weight and material thickness
• Component placement
• Construction details
• Material type and quality

Why Specification Accuracy Is Critical:

Products that fail to meet specifications may be incompatible with other components, fail regulatory tests, or be rejected by retailers and end customers.

4. Functional and Performance Testing

Many defects cannot be detected visually. For this reason, pre-shipment inspection also includes functional and performance testing based on the product type.

Inspectors perform basic operational tests to confirm that products work as intended under normal conditions.

Examples of Functional Tests:

• Power-on and shut-off tests for electronics
• Button, switch, and control testing
• Load and stability tests for furniture
• Mechanical movement or assembly tests
• Leak or pressure tests for certain products

Value of Functional Testing:

A product that looks perfect but does not function properly can damage customer trust and increase warranty claims. Functional testing ensures reliability before products enter the market.

5. Safety and Compliance Checks

Compliance with safety standards and regulations is a critical part of international trade. QA/QC inspectors verify that products meet applicable safety requirements for the destination market.

While PSI does not replace laboratory testing, it helps identify obvious non-compliance issues before shipment.

Common Compliance Areas:

• Electrical and mechanical safety
• Sharp edges and pinch points
• Child safety requirements
• Restricted substances and materials
• Mandatory labeling and markings

Consequences of Non-Compliance:

Non-compliant products may be detained by customs, recalled from the market, or permanently banned. Pre-shipment inspection helps reduce these risks by verifying compliance early.

Packaging Inspection

Packaging plays a crucial role in protecting goods during transportation. Even high-quality products can be damaged if the packaging is inadequate.

During PSI, inspectors examine both inner and outer packaging to ensure it meets buyer and shipping requirements.

Packaging Elements Checked:

• Correct packaging type and materials
• Carton strength and sealing quality
• Inner packaging arrangement
• Moisture and shock protection
• Carton dimensions and weight

Why Packaging Matters:

Proper packaging minimizes damage during handling, stacking, and long-distance transportation, reducing claims and losses.

7. Labeling and Marking Verification

Incorrect or missing labels are a common cause of customs delays and retail rejection. Inspectors carefully check all labeling elements against buyer requirements and regulatory standards.

Labeling Items Verified:

• Product labels and artwork
• Barcodes and scannability
• Country of origin markings
• Carton shipping marks
• Handling symbols and warnings

Impact of Labeling Errors:

Even small labeling mistakes can result in shipment holds, relabeling costs, or legal penalties in the destination country.

8. Sampling and AQL Compliance

Pre-shipment inspections are conducted using internationally recognized statistical sampling methods. This ensures that inspection results are objective, consistent, and defensible.

Most PSI inspections in the Philippines follow ISO 2859-1 or ANSI AQL standards.

How AQL Works:

• Samples are selected based on lot size
• Defects are classified as critical, major, or minor
• Acceptance or rejection is determined by defect limits

Benefits of AQL Sampling:

AQL provides a balanced approach between inspection cost and quality assurance, making it suitable for large-volume shipments.

9.Documentation Review

In addition to physical checks, inspectors review key documents associated with the shipment. This step ensures alignment between products, paperwork, and contractual terms.

Documents Commonly Reviewed:

• Purchase order
• Packing list and invoice
• Product specifications
• User manuals and inserts
• Certificates and declarations

Why Documentation Review Is Important:

Accurate documentation supports customs clearance, traceability, and post-shipment claims.

To understand the expertise behind effective inspections, read more about essential Quality Control Skills.