Product Inspection in China: How Do You Organise and Carry It Out?

Types of product inspection in China

Which inspection you need depends on the stage of production.

1. Pre-production inspection (PPI): before production starts

Carried out before production of the batch begins. It covers:

• checking raw materials and components;

• assessing production capacity and lead times;

• checking storage conditions and labelling;

• approving drawings and technical documentation.

Aim: to make sure the supplier is ready to fulfil the order.

2. During-production inspection (DPI, DUPRO): while production is under way

Carried out when roughly 20-60% of the batch has been produced. The inspector checks:

• whether the production process follows the technical specification;

• the first production samples;

• packaging, labelling and the process sheet;

• capacity utilisation and the production lines.

Aim: to detect deviations early and correct them without having to rework the whole batch.

3. Pre-shipment inspection (PSI): before the goods are shipped

The most widely used type of inspection and an essential one. It checks:

• that the entire batch is complete;

• conformity with the agreed quantity, quality and appearance;

• packaging and labelling;

• functionality (for equipment and devices);

• completeness of contents, package inserts and certificates.

Aim: to make sure the goods meet the contract terms before they are shipped.

4. Loading supervision: container loading check (CLC)

Carried out at the warehouse or at the port. The inspector:

• makes sure the goods are stowed correctly;

• verifies that the entire batch has actually been loaded;

• records the process on photo and video;

• seals the container.

Aim: to protect you against partial substitution of the goods or damage during loading.

What exactly is checked during an inspection?

An independent inspector assesses:

• whether the samples match the approved technical specification;
• labelling and barcodes;
• certificates (CE, EAC, RoHS, ISO, MSDS);
• functionality;
• retail packaging, outer packaging and palletising;
• defects (scratches, chips, expired shelf life);
• number of units, weight and dimensions;
• whether the logistics and customs documents are ready.

Everything is recorded in photo and video reports. The result is a formal inspection report with comments, the nonconformities found and recommendations.

Who carries out product inspections in China?

The choice depends on your budget, your risks and how often you ship:

• Your own representatives: an option for large companies that can keep staff permanently in another country or send them on business trips;

• Independent inspection companies such as TopFrame;

• Russian-speaking agents in China: they work quickly on individual tasks but do not always have the legal know-how;

• Freelancers found on platforms (Alibaba, 1688, Upwork): inexpensive, but the least reliable option.

How much does an inspection cost?

The approximate cost depends on the volume, urgency and region:

• basic inspection in China: USD 200-350 per day;

• loading supervision: from USD 200;

• inspection of the entire chain plus a factory audit: from USD 500 upwards.

An inspection costing 1% of the shipment value can save you from losses of 30-50%.

According to the International Trade Centre, up to 17% of claims in international trade are linked to control failures on the supplier side.

When is an inspection especially important?

A quality and quantity inspection of the goods is essential in the following cases:

• when you start working with a new supplier;

• when the goods are sold under your own brand;

• when the consignment is large and the product has special requirements (electronics, cosmetics, food);

• when buying directly from the factory (without intermediaries);

• when exporting to Russia under GOST (Russian/interstate national standards), EAC or ISO requirements: you need photo evidence, an inspection report and a formal inspection certificate.

What you need to know about inspections in China

Local realities often surprise even experienced buyers. This is what inspectors come up against in practice:

1. Covering up defects in advance

Factories often find out about an inspection in advance and:

• hide defective products in the warehouse;

• put "showcase" samples on top of the rest of the goods;

• restrict the inspector's access to packaging and labelling;

• swap the packaging for something more "premium".

Takeaway: do not tell the factory the exact inspection date in advance unless logistics make it necessary.

2. Restricted access to the factory

Inspectors are sometimes kept out of certain parts of the shop floor, with the factory citing "trade secrets", the manager being away, emergency repairs and so on.

Important: if access was restricted, this must be noted in the inspection report, and it is grounds for refusing to sign off acceptance of the goods without a re-inspection.

3. Poor communication between production and export departments

At Chinese factories, the sales department often works separately from production. As a result:

what the sales manager promised (colour, configuration, lead times) may never reach the shop floor;

packaging and labelling do not match the contract;

instead of a product that meets the declared ISO or GOST standard, you get one that "looks the same but does not perform the same".

Tip: always check the technical documentation for the product, not just its appearance.

4. The inspection report is your leverage

Factories regard an official report with photos as serious leverage. Once you show that your inspector is experienced, takes photos and measurements and works to a clear checklist, the factory starts taking things much more seriously.

A full inspection report often persuades the factory to replace defective goods or offer a discount.

5. Inspection is not just about the goods: check the packaging too

• cartons fall apart in transit;

• labelling does not meet the requirements of the importing country;

• barcodes, markings or batch numbers are missing;

• batches of different specifications are mixed together.

Always make sure the report includes a packaging check, especially for sea freight, where moisture and pressure quickly expose any weak points.

How does TopFrame help you control supplies from China?

TopFrame is a reliable partner for inspection and quality control in China:

• we have been in business since 2001;

• we have a presence in key regions of China, including Guangdong, Zhejiang, Shanghai and Shenzhen;

• we provide photo and video reports at short notice;

• we record everything in a legally valid format;

• we support the client right up to shipment;

• we protect your interests in disputes and cases of substitution;

• we prepare documents for export, customs and certification (including EAC, ISO and CE).