How to Prepare for a Pre-Shipment Inspection in India: Step-by-Step Checklist

Step 1 Confirm Goods Are Ready Before Booking

Do not book PSI inspection in India until your goods are genuinely ready. This is the most common mistake.

Before scheduling, confirm:

• At least 80% of ordered quantity is manufactured and packed
• Goods are physically accessible for random sampling
• Products are not still on the production line during inspection
• Packing is complete on at least 80% of cartons

Calling an inspector to a factory where goods are half-packed wastes everyone’s time. Inspectors assess what is ready if your goods aren’t, the inspection fails by default.

Step 2 Gather All Required Documents

The inspector needs to compare your goods against the agreed order. Have these ready before the inspection date:

Commercial Documents:

• Purchase order (PO) from your buyer
• Proforma invoice or sales contract
• Packing list (must match actual cartons)

Technical Documents:

• Product specifications dimensions, materials, weight, colour codes
• Approved samples or reference photos
• AQL level specified by your buyer (if provided)
• Technical drawings (for engineering goods)

Compliance Documents (where applicable):

• CE declaration of conformity (for EU-bound goods)
• FSSAI certificate (for food products)
• BIS certificate (if required)
• Lab test reports previously approved by buyer

Keep these in one folder physical and digital. Do not make the inspector wait while you search for documents.

Step 3 Prepare Your Products and Packaging

Products should be in final, shippable condition exactly as they would leave your facility.

Product Preparation:

• Finished goods are complete no missing components, accessories, or parts
• Products match the approved sample in colour, material, and design
• Defective units are removed from the inspection batch
• Products are clearly identified and accessible for sampling

Packaging Preparation:

• Master cartons are sealed and labelled correctly
• Inner packaging matches buyer requirements
• Cartons are properly marked product name, quantity, country of origin
• Shipping marks match the purchase order
• Fragile goods have adequate protective packaging

Labelling Checklist:

• Product labels are in the correct language (English, plus destination country language if required)
• Barcode scans correctly
• Country of origin is clearly marked
• Care instructions, safety warnings, and regulatory marks are present

Missing or incorrect labelling is one of the most common causes of PSI failure in India. Check every label before the inspector arrives.

Step 4 Brief Your Factory Team

Your staff need to know what is happening on inspection day. An inspector who cannot access products, gets conflicting information from workers, or faces resistance from supervisors will note this in the report.

Brief your team on:

• Who the inspector is and why they are visiting
• Which products and cartons will be inspected
• That random sampling will happen they should not interfere or guide the inspector
• Who is the designated point of contact for the inspector on that day
• That everything must be available and accessible no locked areas, no hidden stock

Assign one senior person quality manager or production supervisor to accompany the inspector throughout the visit. They should be able to answer technical questions and provide documents on request.

Step 5 Do an Internal Pre-Inspection Check

Before the official pre-shipment inspection in India, do your own walk-through. Use your buyer’s specifications as the checklist.

Check 20–30 random units yourself:

• Do dimensions match specifications?
• Are there any visible defects scratches, stains, broken parts, uneven stitching?
• Does the product function correctly?
• Does packaging match the sample?
• Are all labels in place and accurate?
• Does the quantity in each carton match the packing list?

If you find issues at this stage, fix them before the inspector arrives. It costs almost nothing to correct defects now. It costs significantly more in time, money, and buyer trust to fail PSI and request re-inspection.

Step 6 Confirm Logistics and Access for the Inspector

On inspection day, the inspector needs to arrive, work efficiently, and leave with complete findings. Make it easy.

• Confirm factory address and provide clear directions or a location pin
• Ensure entry is arranged security clearance, visitor pass, gate access
• Provide a working area for document review a table and good lighting
• Ensure adequate lighting in the inspection area
• Have measuring tools available if the inspector needs them tape measures, weighing scales
• Confirm the inspection timing with your designated contact