Pre-shipment inspection: what the report must contain
An inspection report is evidence, not reassurance
Most pre-shipment inspection reports are a folder of photographs with a summary that says the machine “appears to be in good condition”. That is not an inspection. It is a receipt.
A useful report answers three questions a buyer cannot answer from their own desk: is this the machine that was ordered, does it work, and is it packed so it will arrive as it left. Everything in the report should serve one of those three.
The seven parts a report needs
| Part | What it proves | What a weak report does |
|---|---|---|
| 1. Machine identification | This is your machine | Shows a machine with no serial number visible |
| 2. Dimensional check | The key sizes match the order | Quotes the catalogue, not the measurement |
| 3. Test run | It works before it ships | Shows a machine parked, not running |
| 4. Hydraulic check | Pressure and leaks | States “no leaks” with no gauge reading |
| 5. Blade and wear parts | Condition at handover | Photographs the machine from three metres away |
| 6. Packing and lashing | It will survive the voyage | Begins after the doors are already closed |
| 7. Documents | It can clear customs | Lists documents that are issued later |
1. Machine identification
A photograph of the serial plate, legible, next to the machine it belongs to. Not a photo of the machine with an unreadable plate in the corner — the plate and the machine in the same frame, or the plate and a stated frame number that matches.
2. Dimensional check
The measurements that matter, taken with a tape that is visible in the photograph: chamber length, blade length, working height, overall footprint. This is where a wrong-model shipment is caught, and it is cheap to do.
3. Test run
A video of the machine running under load, ideally cutting or baling actual material rather than idling. A machine that runs empty tells you the motor turns. A machine that cuts tells you the hydraulics, the blade and the clamp all work together.
What to ask for: a continuous clip, no cuts, long enough to see a full cycle start to finish, with the date visible.
4. Hydraulic check
A gauge reading at the pressure port against the rated value for the model, photographed. Then a visual check of every cylinder, hose and joint for weeping, with the machine at operating temperature rather than cold.
Cold machines do not leak. Warm ones do. An inspection done on a cold machine is an inspection of the paint.
5. Blade and wear parts
Close photographs with a straight edge or ruler against the blade edge, so the remaining material can be judged rather than guessed. The same for wear plates and, on balers, the chamber liner.
6. Packing and lashing
Photographs of dunnage before the machine is set down, the machine in position, each lashing point, and the blocking at the door end. This set is what defends you if a claim is ever made in transit.
7. Documents
The commercial invoice, packing list, bill of lading, certificate of origin, and any test or conformity certificate your country requires. The report should state which are issued and which are still pending, with dates — not simply assert that documents exist.
Red flags in a report
- Photographs with no timestamp, no serial number and no measuring tool
- Language like “no problem” or “all good” instead of a measurement
- A test run that is edited, sped up, or shows only the control panel
- Packing photographs taken only from the doorway after lashing, with the details in shadow
- A report issued before the machine is finished, dated to satisfy a payment milestone
Frequently asked questions
Who should do the inspection?
A third party if you have a strong preference, or the supplier if they photograph on the terms above. What matters is that the evidence is measurable, not who holds the camera.
When should the report be issued?
Before the balance payment, on the finished machine, with the machine still in the workshop so any fault can be corrected while it is there.
What if the report shows a fault?
That is the report working. A fault found in the workshop costs days; the same fault found on arrival costs weeks, a claim and a repair.
Can I see a sample report?
Yes — ask for one against the machine you are considering, and compare the level of measurement against this list.
Let’s put the right machine to work.
Tell us your material, required output and destination. We’ll discuss a suitable configuration with you.