A cargo (lot) survey inspection is an independent examination and record of the actual condition of the cargo, its packaging, marking and quantity at a specific point in the supply chain (before shipment, during loading or unloading, or when damage or a shortage is discovered). Following the inspection, the survey company issues a report or certificate with measurements, supported by photos and/or video. This document helps establish the facts when discrepancies and transport or quality claims are being resolved.
Define the purpose of the inspection and the expected result: what exactly needs to be confirmed (quality, quantity, condition, transport conditions).
Prepare the document package for the lot and a single set of identifiers: package numbers, marking, container and seal numbers, lot and order numbers, and the cargo documents (bill of lading, transport documents, packing list, etc.).
Give the inspector access to the site and suitable inspection conditions: lighting, safety, and the ability to open, count and weigh the cargo.
Agree in advance what is to be recorded and how: photos before opening, the unloading/loading process, close-ups of damage, measurements.
Assign responsible persons and a communication channel for the duration of the inspection: who presents the documents, who provides access to the warehouse and equipment, and who confirms the facts.
If a dispute is possible, keep the packaging and damaged packages until the matter is resolved, and do not repair or dispose of anything without agreement.
After the inspection, check that the dates, location, lot identifiers, conclusions and attachments (photos/videos) in the report are consistent, and keep the original files.
The checklist is useful when you need to build up evidence in advance and reduce the risk of conflicting interpretations of the inspection findings. Typically, this applies to high-value, fragile or perishable cargo, non-standard packaging and transhipments, as well as to the acceptance of goods at a warehouse or port.
An inspection may be carried out before shipment (pre-shipment), during loading/unloading (supervising the process and the quantity), on acceptance (on arrival), or as a damage/shortage inspection, when the problem and its circumstances need to be recorded.
Collect in advance the minimum the inspector needs to identify the lot unambiguously and check the actual cargo against the documents:
invoice and packing list;
specification/order or another document stating the quantity, product range, item numbers and serial numbers (if applicable);
certificates, product data sheets or cargo handling instructions (if there are storage, temperature, humidity or stowage requirements);
transport documents for the mode of transport concerned (for example, consignment note, bill of lading or air waybill);
insurance documents (if the cargo is insured) and a contact person for prompt approval of the inspection;
on-site contacts: warehouse, terminal, freight forwarder, driver/carrier; working hours and the inspection time slot.
If the lot is mixed (different items, different batches or lots), make a simple cross-reference table linking each document to its lot, package numbers, pallets/boxes and container/truck.
Before the inspector arrives, check the practical arrangements, as these are what most often cause delays and misunderstandings:
site access (pass, site rules, PPE requirements);
the means to open packages (tools, sealing tools, packaging materials for repacking);
lighting and a place to take photos (without glare or overexposure), and the means to include a scale (ruler/tape measure);
scales/measuring instruments, if check measurements are needed;
the ability to record the loading/unloading process (camera position, permission to film);
personnel: who provides the documents, who is in charge of the equipment, who signs the reports/count sheets.
For the report to carry legal weight, the photos and description must make it unambiguously clear what exactly was inspected.
check that the marking on the packages is legible and matches the documents;
prepare a list of the package/pallet numbers in the lot;
if there are serial numbers, batch/lot numbers or production dates, prepare a full list or a sample;
if the cargo is shipped in a container, have the container number and type ready, together with the stowage plan or diagram (if available).
For container shipments, it helps to follow the generally accepted guidelines on safe packing and securing of cargo (the IMO/ILO/UNECE CTU Code) to eliminate obvious risks of shifting, deformation and damage in advance.
If the inspection involves a container or other transport equipment, collect and prepare in advance the data that often goes into the report:
container number, container type and external condition (dents, corrosion, signs of repair);
seal number and type, whether the seal number matches the documents; a record of the seal's integrity before opening;
if there is a container handover report or an equipment interchange document (for example, an EIR), prepare a copy and check that the numbers match;
for sea container shipments, check in advance whether a Verified Gross Mass (VGM) is required and who in the chain is responsible for submitting it (a container without a VGM will not be loaded onto the vessel).
Photos and videos must be taken in such a way that the sequence of events and the causes can be reconstructed from them. You almost always need both "wide shots" and "close-ups".
general view of the cargo/transport unit before opening (container/truck/pallets), with close-ups of the container number and seal number;
package marking and how it matches the documents (several examples with legible numbers);
the opening process and the first signs of damage (before restacking and sorting);
damage photographed with a scale (ruler/tape measure), including the packaging, securing/lashings and parts of the outer packaging;
for a shortage, footage of the count or of the count sheet confirming the quantity;
for temperature-sensitive cargo, readings from sensors/temperature recorders and the actual conditions (if available).
If a claim is likely, the usual advice is to keep the packaging, seals and damaged packages until the matter is resolved and not to dispose of or repair the cargo without the agreement of the interested parties.
To prevent the report from being seen as "one-sided", plan in advance how the parties in the chain will be involved:
who receives notice of the time and place of the inspection (carrier, freight forwarder, insurer, consignee/shipper);
whether a joint inspection is needed and who should attend;
who signs documents on site: tally sheet/count sheet, report, remarks on the consignment note about damage or doubtful condition.
Notification deadlines and document formats depend on the contract of carriage and the insurance terms, so it is safer to check the terms beforehand and agree the procedure for the specific shipment.
Practical survey inspection checklist
Stage | What to do | How to check / what to record |
Before the visit | Define the purpose and scope of the inspection | A short brief: what to confirm, what to measure, what report format is needed |
Before the visit | Decide where and when the inspection takes place | Address, date/time, "before opening/during/after", on-site contact |
Before the visit | Collect the document package for the lot | Copies: invoice, packing list, specification/order, certificates (if any) |
Before the visit | Prepare the lot identifiers | Table: batches/lots, package numbers, pallets, serial numbers (if any) |
Before the visit | Prepare the container/vehicle data (if applicable) | Container number, type, seal number; check in advance that they match the documents |
Before the visit | Clarify the VGM requirements for a sea container (if applicable) | Who weighs and who submits the VGM; deadlines along the chain |
Before the visit | Arrange site access | Pass, rules, PPE, a place for inspection and filming |
Before the visit | Prepare tools and conditions | Lighting, tape measure/ruler, scales (if needed), packaging for resealing |
On site | Photograph/film the general view before opening | Photo/video: transport unit, condition of the packaging, site context |
On site | Record the container and seal numbers before opening | Close-ups with legible numbers |
On site | Record the marking on a selection of packages | Photos of several packages with legible numbers; a walk-through video if necessary |
On site | Check the actual cargo against the documents | Reconcile the number of packages/pallets with the packing list; note any discrepancies |
On site | Record the opening/unloading/loading process (if relevant) | Photo/video of key moments that may bear on the causes of damage |
On site | If there is damage, take a wide shot and a close-up with a scale. Draw up an inspection report describing the damage. | Photos of the defect, packaging and securing; measurements and a description of the damage. |
On site | If there is a shortage, draw up a count sheet | Tally sheet/count sheet signed by those present (where possible) |
On site | Make remarks in the acceptance/transport documents (if applicable) | Remark on damage/doubtful condition, reservations on quantity |
After | Check the draft report for completeness | Dates/time/place, list of inspected packages, conclusions, list of attachments |
After | Keep the original photo/video files and the folder structure | Archive of original files with clear names (date, place, lot) |
After | Keep the packaging/damaged packages if a claim is possible | Store until further instructions on the claim/insurance |
After | Send the report to the parties on the agreed list | Record when it was sent and to whom (email/messenger, if permitted) |
Template: what to include in an inspection brief
Below is a set of fields that works well as a template for an inspection request (email or form):
purpose of the inspection (quality/quantity/condition/loading or unloading supervision/damage/shortage);
inspection point and timing (before opening, during the operation, after);
address, working hours, contacts and access requirements;
description of the cargo and risks (fragile/dangerous/perishable, stowage/temperature requirements);
lot identifiers: package numbers, batches/lots, serial numbers (if any), container/seal number;
list of documents provided to the inspector (copies);
what must be recorded (list of photos: seal, marking, damage, measurements; video of the process);
measurements required (weight, dimensions, temperature, humidity, etc.);
output format: report/certificate, delivery deadline, requirements for photo/video attachments and for the description.
You can send the completed brief straight away with a request on our survey services page.
No single list of lot identifiers: "different numbers" appear in the report, and it is hard to link the findings to the documents.
Filming starts after opening and restacking: the context and the initial condition are lost.
Seals and container numbers are not recorded before opening.
Damage is photographed without a scale or a wide shot, making it hard to judge the size and location of the defect.
The documents and the actual quantity are not linked to each other (there is no count sheet/tally sheet).
The packaging and damaged packages were thrown away or repaired before the other party could inspect them.
The report does not state the time, place, conditions, who was present and what exactly was done.
How does a survey inspection differ from acceptance inspection?
A survey inspection records the actual condition and circumstances at a given point in the supply chain and is often needed to confirm facts in disputes. Acceptance inspection is usually a company's internal procedure for checking quality and quantity when goods are received into the warehouse.
Do I need to provide original documents?
Copies or electronic versions are usually enough, but they must show the lot and package numbers and other identifiers. Originals may be needed later for a claim, depending on the terms of carriage and insurance.
Which photos are considered "mandatory"?
As a minimum: a general view before opening, the container and seal numbers (if any), the marking on several packages, a wide shot and a close-up of the damage with a scale, and the opening/unloading process if it may bear on the causes of the damage.
Can the inspection be carried out without the carrier's representative?
Yes, but it is then important to notify the interested parties in advance and to record in the report who was invited and who actually attended. This reduces the risk of disputes over a "one-sided" inspection.
What should I do if damage is found on acceptance?
Record the condition before anything is moved or opened, make remarks in the acceptance/transport documents, arrange an inspection and keep the packaging and damaged packages until further instructions on the claim.
How long does it take to prepare for an inspection?
If the documents and lot identifiers have already been collected, preparation usually takes a few hours. Most of the time goes into arranging site access and setting up the inspection conditions.
When is loading supervision needed?
When it matters to establish how the cargo was stowed, secured and counted during loading into a container or vehicle: for example, with high-value or fragile cargo, a complex stowage plan, or a risk of substitution or partial short loading.
Is a Verified Gross Mass (VGM) required?
For sea container shipments, the international SOLAS requirement applies: the gross mass of a container must be verified before it is loaded onto the vessel. If you ship a container by sea, check in advance who is responsible for weighing and submitting the VGM.
What is an EIR and why is it in the checklist?
An EIR (equipment interchange receipt) is a document that records the handover of a container or other equipment between parties and often contains identifiers and notes on its condition. If EIRs are issued in your supply chain, their data is useful for the report.
Do I need to keep the damaged cargo and packaging?
If a claim or an insured event is expected, the usual advice is to keep the packaging and damaged packages until all inspections and approvals are complete, so that no evidence is lost.
