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Pre-shipment inspection checklist
A pre-shipment inspection is the last check of an order before it leaves the building: the right part and revision, the right quantity, lots that have passed inspection, labels in the customer's format, packaging as specified, complete paperwork and photos of what was shipped. Most customer complaints that are not about the part itself, such as wrong quantities, mixed lots, missing certificates and unreadable labels, can be caught here. Page 1 of this template has the order details and 20 checks in five groups (part and quantity, labels, packaging, paperwork, photos and release), each marked OK, Not OK or N/A with space for notes. Page 2 records what is in the shipment pallet by pallet, the photo record, problems found and fixed before release, and the release with signature and seal number. It is a printable PDF.
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Fields for sales order, customer, ship date, destination, carrier, trailer and inspector, and 20 checks for part and quantity, labels, packaging, paperwork, and photos and release, each with OK, Not OK or N/A and a notes column.Part and quantityLot statusLabelsPackagingPaperworkPhoto recordRelease and seal no.
When to use it
When to use a pre-shipment inspection checklist
- For every shipment to customers with strict labeling or packaging requirements.
- After a customer complaint about a wrong quantity, label, mixed lot or missing paperwork.
- For export shipments, where paperwork errors hold goods at the border.
- When new people are packing or shipping.
How to fill it in
- 1
Have the requirements in hand
The order, the packing list and the customer's packaging and labeling requirements.
- 2
Check part and quantity
Part number and revision, quantity counted, lot numbers recorded, and no lot on hold or rejected.
- 3
Check labels and packaging
Customer label on every carton, barcodes that scan, packing as specified, a stable pallet within limits.
- 4
Check the paperwork
Packing list, certificates, bill of lading and any export documents, matched to what is on the pallet.
- 5
Take the photos
Labels, packed parts, the finished pallet and the loaded truck. They settle most disputes later.
- 6
Release
An authorized person releases the shipment and records the seal number. Anything Not OK stops it until fixed.
What's on the checklist
The 20 checks on the pre-shipment inspection checklist
From the part and quantity to the release. On the sheet each check is marked OK, Not OK or N/A; anything Not OK stops the shipment until it is fixed.
Part and quantity
Right part, right amount
- 1Part number and revision match the order and the drawing
- 2Quantity counted and matches the order and the packing list
- 3Lot, batch or serial numbers recorded and match the paperwork
- 4No parts from a lot on hold, in quarantine or rejected
- 5Final inspection passed and signed off for every lot in the shipment
Labels
On every carton and pallet
- 6Customer label on every carton, in the customer's format
- 7Barcodes scan and match the label text
- 8Handling, orientation or hazard labels applied where needed
- 9Mixed-lot cartons avoided, or marked as the customer requires
Packaging
So the parts arrive as they left
- 10Packed as specified: container, dividers, layers and quantity per box
- 11Parts protected against damage, rust and contamination
- 12Pallet stable and wrapped, within the height and weight limits
- 13Returnable containers clean and of the right type
Paperwork
What travels with the shipment
- 14Packing list matches the pallets and cartons
- 15Certificates (CoC, CoA, test reports) included where required
- 16Bill of lading or shipping documents complete and signed
- 17Export or customs documents complete, if shipping abroad
Photos and release
Proof, then sign-off
- 18Photos taken of the labels, the packed parts and the finished pallet
- 19Truck or container clean, dry and undamaged before loading
- 20Shipment released by an authorized person
A filled-in example
Illustrative, not a benchmarkAn example: a shipment of three pallets to an automotive customer (illustrative).
What the example check caught before the trailer left
- OK
Quantity and part number on all three pallets; lots matched to final inspection
- Fixed
One carton label had last week's lot number: reprinted and replaced
- Fixed
Certificate of analysis missing for one lot: printed and added
- Recorded
Photos of labels, parts in a carton, each pallet and the loaded trailer
- Quantity and part number OK on all three pallets; lots recorded and matched to the final inspection records.
- One carton label had last week's lot number: reprinted and replaced before release.
- The certificate of analysis for one lot was missing from the packet: printed and added.
- Photos taken of the labels, the parts in a carton, each pallet and the loaded trailer.
The shipment left 40 minutes later than planned but complete. The label problem was traced to a template not updated at a lot change, and the packer's checklist was changed to check the lot number on the label.
Common mistakes
Checking the paperwork, not the pallet
Open a carton and count. The paperwork says what should be there, not what is.
Shipping held lots
A lot on hold or in quarantine must not reach the dock. Check the status of every lot.
No photos
Without photos it is your word against the customer's when a pallet arrives damaged or mislabeled.
Releasing under time pressure
A truck waiting is not a reason to skip a check. A wrong shipment costs more than a late one.
Download the template
Free to use: print it, copy it and edit it for your team. Enter your name and work email once to download.
Run this template in LeanSuite
In LeanSuite you build quality checks in Lean Creator and schedule them with Daily Standard Work, digital checklists can require number limits, photos and signatures, and a failed check can raise a tag or start a CAPA.
See it in a 45-minute demoIn the lean glossary
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FAQ
Pre-shipment inspection checklist: common questions
The final check of an order before it ships: right part and revision, right quantity, lots released, labels, packaging, paperwork and photos, followed by a release by an authorized person.
Final inspection checks that the product meets its specification. Pre-shipment inspection checks that the right product, in the right quantity, is packed, labeled and documented correctly for the customer. Many plants do both.
They show what left the building: labels, packing and the condition of the pallet and truck. They settle most disputes about damage, quantity or labeling quickly.
Someone authorized to do so, often a shipping lead or quality technician who did not pack the order, so the check is done by a second pair of eyes.
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- Environment and energy pillar 90-day model area planThirteen weeks from waste and energy maps to area standards on one model area, a KPI board, the day-90 gate and expansion waves.
- Focused improvement 90-day model area planThirteen weeks from the loss Pareto to standardized fixes on one model line, a KPI board, the day-90 gate and expansion waves.
- People development pillar 90-day model area planThirteen weeks from the skills matrix to trained cover on critical tasks in one model area, a KPI board, the day-90 gate and expansion waves.
- Early equipment management 90-day model area planThirteen weeks from lessons on current machines to a tracked start-up on one model equipment project, a KPI board, the day-90 gate and expansion waves.
- Cost deployment pillar 90-day model area planThirteen weeks from the loss map to costed, ranked projects in one model area, a KPI board, the day-90 gate and expansion waves.
- Moving from Excel to one system checklistA 34-point checklist and a file inventory for moving trackers from spreadsheets to one system: keep, move, connect or retire, clean, pilot, run both, retire.
- Prioritization matrix templateScore up to 20 improvement ideas on weighted criteria, rank them, test the ranking with equal weights and place each one on an effort and benefit grid.
- Cost per unit worksheet (manufacturing cost per good unit)One product's cost per good unit by materials, labor, machine and overhead, the gap to target, and which cost lever is worth most a year.
- Digital manufacturing readiness assessmentScore 24 statements on process, technology and people from 0 to 4, check the balance between them and rank the gaps by what matters in your plant.
- Manufacturing KPI dashboard templateWeekly plant numbers in, 14 KPIs out: OEE and its parts, first pass yield, scrap, on-time delivery, recordable rate, cost and absence, each against a target.
- RCM worksheet (failure mode and task selection)Failure modes classed as hidden, safety, operational or non-operational, then a task chosen for each: condition-based, discard, failure-finding, redesign or run to failure.
- Training matrix template with expiry datesPeople by required trainings with expiry dates, OK, due, expired and missing flags, compliance by person and area, cover per training and a renewal list.
- Downtime reason codes template26 starter codes mapped to the six big losses, a log with drop-downs, a Pareto by code and by loss, and a code card for the line.
- Kaizen event preparation checklistEverything that has to be ready before a kaizen event and done after it: 44 items with owners and due dates from 6 weeks before day 1 to 30 days after, five go or no-go gates and a day-by-day agenda.
- Tier 2 meeting agenda and escalation sheetA 15-minute tier 2 agenda in ten timed blocks, fixed roles and rules, escalation triggers with time limits, and a log that ages every escalation and sends the answer back down.
- Forklift operator training and evaluation recordPer-operator training and evaluation record, a register with three-year due dates and refresher triggers, and a weighted practical evaluation scoresheet.
- REBA worksheet (Rapid Entire Body Assessment)Score up to six postures with REBA: body-part drop-downs, Tables A, B and C as lookups, final score and action level, and a before and after comparison.
- ISO 45001 internal audit checklist44 audit questions for the plant floor in 16 safety topics, each with its ISO 45001:2018 clause, the evidence to look for and the sample to take, plus 12 worker interview prompts, a findings log and a summary by clause.
- Changeover matrix templateA from-to matrix of changeover minutes with the clean each transition needs (allergen, colour, format), and a weekly planner that totals the order and suggests a shorter one.
- Overhead crane inspection checklist: frequent and periodic34 crane checks tied to OSHA 1910.179: an operator's pre-shift card, frequent and periodic inspections with signed records, a deficiency and tag-out log, and a register of next due dates.
- Maintenance job plan templateOne job planned on one sheet: steps and craft hours, parts checked against stock, tools, lockout and permits, documents, a ready check for the schedule, and technician feedback.
- Video time study filming checklistA pre-shoot checklist and shot log for filming a time study on video: camera, light, people, settings, power and review.
- OSHA compliance calendar (general industry)37 recurring federal OSHA duties with the paragraph, interval, owner, next due date and an overdue flag, plus a 12-month view and counts by owner.
- TRIR and DART rate trackerMonthly hours, OSHA 300 case counts and near misses in; rolling 12-month TRIR and DART rate, a case budget against your target and a trend chart out.
- Energy use and EnPI trackerMonthly electricity, gas and fuel in one unit, a 12-month regression baseline, expected against actual energy for each month, an EnPI ratio, the running saving and the tests that say whether the model can be trusted.
- FIFO lane sizing sheetThe maximum for a FIFO lane from the stop it must cover, in whole containers, with length, refill and wait checks for up to eight lanes.
- Pugh matrix templateCompare up to 8 concepts with a datum as better, same or worse on up to 12 criteria, flag must-haves, and carry the strongest into a second round.
- Machine guarding inspection sheetA machine register with due dates and a status per machine, 21 checks tied to OSHA 1910.212, .219 and .147, a guard opening check against Table O-10, and an action log.
- Condition monitoring route sheetA route of measuring points with baselines, alert and alarm limits, a check interval from the P-F interval, readings with rising and overdue flags, and an exceptions list worst first.
- Fire extinguisher inspection logOne row for every portable extinguisher: hydro test interval from OSHA Table L-1, annual and 6-year due dates, a 12-month check grid and open issues.
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A shift handover sheet, a red tag log, a changeover checklist for one machine: if your team uses it on the floor, ask.