What should you actually check on a sample or a shipment?
A structured checklist covering specification, function, and finish — built to catch problems before they're expensive.
A structured checklist, worked through consistently, catches more than an informal glance — particularly useful on a sample, before you’ve committed to a full production run based on it.
Specification match
- Does the item match the agreed dimensions, materials, and technical specification exactly, not approximately?
- If colour matters, does it match an agreed reference under normal lighting, not just at a glance?
- For a customised or private-label item, does the branding and packaging match what was actually approved?
Function and durability
- Does the product work as intended, tested the way an end user would actually use it, not just switched on briefly?
- For anything with moving parts or fasteners, do they operate smoothly and securely?
- Is there any sign of a shortcut in construction that wouldn’t be obvious from a quick visual check alone?
Finish and workmanship
- Are there visible defects — scratches, uneven seams, inconsistent finish — beyond what’s reasonable for the product category and price point?
- Does the item look and feel consistent with the sample you originally approved, not a visibly lower-grade version of it?
Packaging and labelling
- Is the packaging itself undamaged and consistent with what was agreed?
- Are any required labels, certifications, or compliance markings present and correct for your destination market?
- Does the shipping mark match what your freight forwarder and customs paperwork expect?
Quantity and consistency
- Does the quantity match the order exactly?
- If checking a sample of a larger batch, is quality consistent across multiple units, not just the one unit shown to you directly?
What to do when something fails
Note specifically what failed and against what standard, reference your purchase order’s agreed specification directly, and raise it with the supplier before accepting the goods or releasing final payment — not after, when your leverage to get it corrected is considerably weaker.
What’s next
Read what a formal, independent inspection adds beyond what you can reasonably check yourself, especially for an order at real scale.
Frequently asked questions
Is this checklist a substitute for professional inspection?
No — this is what a buyer can reasonably check personally on a sample or a visit. For a shipment at real scale, it complements rather than replaces a formal, independent inspection covered on the dedicated inspection page.
Should I use the same checklist for every product category?
The structure applies broadly, but the specific details worth checking vary by category — adapt the checklist to what actually matters for your product rather than applying it mechanically.
When should I run through this checklist?
On the sample before approving bulk production, and again — ideally through independent inspection — before a bulk shipment leaves the factory. Checking only once, at either stage alone, misses problems the other stage would have caught.
Keep planning
- Working with Suppliers from the Canton FairSourcing agents, factory verification, negotiation, samples, payment safety, and how the fair compares to buying through 1688 or Alibaba instead.
- What Third-Party Inspection Actually CoversThe specific checks a standard inspection runs, what it doesn't cover, and how to make sure it's actually independent.
- Requesting and Paying for SamplesWhy sample cost is often refundable against an order, and what a slow or reluctant sample request tells you before you've paid anything.
- Private Label and OEM Suppliers at the Canton FairThe difference between OEM and ODM in practice, and what a factory needs from you to actually run your branded production.