The supplier says the equipment is ready. Before approving dispatch, check three things: it matches the order, the shipment is complete, and any inspection problems have been resolved.
A video of a running machine cannot answer all three. The control cabinet may be outside the frame, the spare parts may still be on a shelf, and the machine may be running without a load.
Start with the checklist below. Then look closely at the evidence behind the results—especially machine identification, test conditions and anything packed separately.
Industrial Equipment Pre-Shipment Inspection Checklist
Record the order number, supplier, inspection date and inspector’s name. For each item, enter Pass, Follow-up, Not checked or Not applicable, with a photo or document reference. Explain why an item was not checked.
| Check | Reference | Evidence to keep | Result / reference |
|---|---|---|---|
| Equipment identity | Order and equipment list | Overall photos, model and serial numbers | |
| Quantity | Final supply list | Count by item number | |
| Configuration | Specifications and approved changes | Component labels and configuration photos | |
| Visible condition | Workmanship requirements | Photos of damage, corrosion or incomplete assembly | |
| Dimensions and interfaces | Installation drawings | Measurements at identified points | |
| Functions and tests | Test procedure and acceptance limits | Unit identification, test conditions and results | |
| Accessories and loose parts | Spare-parts and accessory lists | Quantities and packing locations | |
| Documents | Document delivery schedule | Manuals, reports and drawing revisions | |
| Packing and protection | Packing specification | Photos before case closure | |
| Shipping marks | Packing list and shipping instructions | Case numbers, labels, dimensions and weights | |
| Outstanding problems | Inspection findings | Corrections and follow-up checks | |
| Shipment decision | Order release conditions | Written approval or instruction to hold |
Before the visit, agree which units will be inspected, which measurements and tests are needed, and the acceptance criteria. Technical tests require suitable personnel and instruments; a general checklist cannot define the test procedure for every machine.
Make Sure the Workshop Has the Final Order Details
Send the inspector one current set of documents: the purchase order, drawings, supply list, test requirements and approved substitutions. They should not have to reconstruct the order from an email chain.
When buying through a Chinese sales contact, confirm that the workshop and packing team have the same information. If a change was accepted on WeChat, transfer it to the order record. Part numbers, drawing references and marked photographs give the factory something precise to work from.
Also confirm the inspection address and who will provide access. The equipment needs to remain accessible before packing, with power, test materials and instruments ready. Leave time for corrections before collection.
If the configuration is still disputed, settle it before inspection. The industrial equipment quotation comparison guide can help identify differences between the quotation and the final order.
Photograph the Machine and Its Nameplate Together
A close-up of a nameplate is useful, but the record should also show which machine it belongs to.
Take an overall photograph, then the nameplate and relevant component labels. For several similar machines, keep a separate photo sequence for each serial number so test results can be traced to the right unit.
Check the supplied motor, connections, controls and options against the final specification. When photographing a dimension, identify the measurement points on the drawing.
For a substituted component, ask for its exact model and technical details. “Same quality” is not enough information to judge whether the replacement is acceptable.
What Does the Running Video Prove?
Is the machine running empty or processing material? Can you see the settings and instrument readings? Can you identify the unit?
A short video may demonstrate movement or a basic function. For a performance requirement, ask for a test record showing:
- The unit and configuration tested.
- The procedure, material, load and settings.
- Measured results alongside the acceptance limits.
- Instruments used, with calibration details where needed.
- Who performed or witnessed the test, and anything interrupted or omitted.
There is no useful blanket rule to “run every machine for 24 hours.” Test duration and conditions should address the equipment’s requirements. If the factory cannot reproduce the intended operating conditions, agree how the remaining performance checks will be completed.
For an order with a factory acceptance test (FAT), use the established test procedure. Before packing, confirm that the equipment still has the configuration that passed.
Count Loose Parts Before Closing the Cases
“Accessories included” is too vague for a packing list. List the parts and quantities, then record where they are packed.
For an order containing a machine, a separate control cabinet and two accessory kits, check each item. Photograph the kits’ contents and note their case numbers. This helps the buyer distinguish a missing item from one packed in another case.
Consolidation adds another step. When combining orders from several Chinese suppliers, retain each supplier’s item references on the consolidated packing list. If a warehouse opens or repacks a box, update its packing location—the original factory photo may no longer show where to find it.
Check that manuals, drawings and test reports match the shipped equipment. Use the supplier document checklist to review the document schedule.
Take Packing Photos Before the Contents Disappear
Photograph protected connections, loose components and how the equipment is secured inside the case. Check moisture protection and handling marks against the packing and transport requirements. Heavy or fragile equipment may need specialist packing advice.
Use consistent case numbers on the photos, labels and packing list. Loading supervision is a separate check: a closed-case photo cannot show how the cargo was secured inside a container.
See ESG’s warehouse support for orders needing consolidation or packing coordination.
“Supplier Informed” Is Not a Closed Problem
Give each inspection finding a reference number, an owner and a due date. Record what was wrong and the requirement it failed to meet.
Then check the correction. If two accessory kits were ordered and only one was found, “we will include it” leaves the count unconfirmed. A follow-up photo should show both kits and where they are packed.
The follow-up must answer the original finding. A clear photo may verify a corrected shipping label; a failed performance test may need to be repeated.
Before dispatch, send the buyer a short list of unresolved items and their consequences. The person authorized under the order decides whether to hold shipment, request another check or accept a documented change. The inspection report supports that decision; it does not itself authorize release.
A booked collection date adds urgency. It does not resolve a missing part or an unfinished test.
Planning an Equipment Shipment with ESG?
Send your equipment model, supplier location, production status and expected shipment date to main@wm315.com. Include the supply list, inspection and packing requirements, and any missing checks or records.
These details help ESG assess the coordination and specialist support your order needs.
Contact ESG about your equipment order, or review our sourcing services.
