A pre-shipment inspection checklist helps an importer or distributor verify that the selected order can be handed over with a clear record. It should connect the approved model reference, chosen configuration, visible finish and component checks, package identification, and expected documents. The purpose is to reduce ambiguity before dispatch, not to claim that a generic checklist replaces order-specific review or local requirements.
Start from the approved order scope
Before any inspection discussion, collect the exact buyer file: model reference, configuration notes, drawing revision where applicable, selected wood or finish direction, heater route, glass or door direction, selected accessories, destination, and packing instructions. A photo of a similar product is not a substitute for the selected order record.
Make a short, dated list of the inspection questions before work begins. That list should distinguish what can be seen and recorded before shipment from questions that depend on installation, site conditions, local electrical work, or destination-market approvals.
Check the order against visible evidence
| Review area | What to compare | Evidence to retain |
|---|---|---|
| Model and configuration | Selected model reference, exterior or interior direction, and order-specific options. | Order record, selected drawing, model label where applicable, and photos. |
| Visible finish and components | Wood or finish direction, glass, door, benches, hardware, and the visibly accessible selected components. | Clear overview and close photos tied to the unit or package. |
| Packaging and identification | Package count, crate or carton condition before dispatch, labels, handling marks, and packing-list references. | Package photos and the final packing record. |
| Documents and labels | Order-specific manuals, labels, packing information, and any agreed document list. | Received-file list and outstanding-item notes. |
| Open questions | Differences, missing evidence, or items needing a documented clarification. | Factual question, affected model/package, photo, and assigned owner. |
Keep inspection evidence usable
Evidence works only when another person can tell what it relates to. Use a simple file name or log that connects photos and notes to the order date, model reference, package number, and question being checked. Take overview photos before close photos. If the order contains several units, keep records separated by unit or package group.
Use precise, observable notes. “Package label differs from packing-list line” is more useful than a broad statement about quality. A factual record gives the responsible team a clear place to investigate without assuming a cause or outcome.
Close or carry forward exceptions
| Exception type | What to do before dispatch | What not to assume |
|---|---|---|
| Record mismatch | Compare the exact model, drawing, option, label, or packing-list line and document the outcome. | Do not treat a similar model or generic photo as proof of the ordered scope. |
| Visible component question | Retain photos and identify the affected item, order reference, and open question. | Do not diagnose function or installation suitability from appearance alone. |
| Packaging or label question | Record the package identifier, condition, handling requirement, and what the receiving team needs to know. | Do not assume carrier, customs, or local receiving obligations are unchanged. |
| Document gap | List the missing or unclear item and the destination-specific need it relates to. | Do not present a component document as whole-product or market approval. |
| Site or electrical question | Carry the question forward with the relevant drawing and local contact. | Do not use pre-shipment review as an electrical, structural, or permitting sign-off. |
Hand over a clear shipment file
Before dispatch, the buyer file should make it easy for the receiving team to locate the selected order scope, packing list, labels, documented open questions, and the evidence retained. That same file is the bridge to the arrival inspection: it enables the receiver to check what was expected without relying on a generic website description.
Keep the scope of this checklist clear
Pre-shipment review can document the selected order and visible evidence before dispatch. It does not replace third-party inspection where a buyer requires one, local structural or electrical work, commissioning, permits, customs decisions, or destination-market approval. These remain subject to the selected order, applicable documents, and appropriately qualified responsible parties.
Use model references consistently
For product references used in an inspection file, see the sauna product library. For wood, glass, roof, lighting, and accessory directions, see materials and accessory options. The final shipment, installation, and compliance scope remains specific to the selected order and destination.
Working file preview: pre-shipment inspection record
Use a pre-shipment inspection record to compare the actual prepared order with the approved order file, selected configuration, packing list, labels, and agreed inspection scope. It documents what was reviewed at a defined time. It is not a substitute for site acceptance, installation, commissioning, local compliance, safety approval, shipping insurance, or a blanket product guarantee.
| Inspection area | What to check against | Evidence to retain |
|---|---|---|
| Order identity | Order/project reference, buyer, destination, model references, configuration revision, and inspection date. | Current order summary and version-controlled selection record. |
| Product mapping | Unit count, model labels, selected materials/finish, glass and door direction, heater route, and accessories in scope. | Unit labels, wide photos, and item-to-order mapping. |
| Visible workmanship | Defined visual points, surfaces, fittings, glass protection, hardware, and documented exceptions within the agreed scope. | Wide and close photographs with unit/package identity visible where possible. |
| Parts and documents | Manuals, labels, hardware packs, accessory list, drawings or buyer documents included in the agreed order file. | Document revision and package/box mapping. |
| Packing preparation | Package count, packing-list lines, crate/carton marks, protection, handling labels, and loading-readiness notes. | Packing record and photos before packages are dispersed. |
| Exception and decision | Factual finding, affected unit/package, responsible owner, buyer decision needed, and re-check date. | Dated exception log and closure evidence. |
Inspect to the agreed scope
Before the visit or remote review, identify the actual order, sample basis, access, photo permissions, language, documentation, acceptance criteria, and who can decide an exception. Do not expand an observation into a market compliance, technical performance, site installation, or safety conclusion unless the case-specific inspection plan and responsible qualified parties cover that question.
Inspection sequence
| Sequence | Action | Do not assume |
|---|---|---|
| 1. Confirm the file | Match order, selected model/configuration, packing list, documents, and inspection scope before checking units. | That a catalog image or family name identifies the final ordered configuration. |
| 2. Map the units | Record unit and package identifiers, quantities, selected visible options, and the evidence folder naming rule. | That separate cartons or accessories can be reconstructed later without labels. |
| 3. Record observations | Use factual notes and photographs for agreed checks and any exception found. | That a visual observation alone proves cause, compliance, or future field performance. |
| 4. Review exceptions | State the affected item, evidence, owner, decision required, and re-check requirement. | That an exception is accepted or corrected until the responsible decision is recorded. |
| 5. Close the file | Keep the signed or acknowledged record with the order, packing, communication, and remaining open points. | That shipment readiness removes all site, installation, or acceptance obligations. |
Exception record fields
- Exact order, model, unit, package, part, or document reference.
- Date, time, review location or remote evidence source, and person recording the observation.
- Factual observation with supporting photograph or document reference.
- Current status: open, awaiting decision, re-check required, or closed with evidence.
- Named owner and due date for the next action.
- Buyer notification or approval requirement where the order terms require one.
Keep inspection evidence alongside the current order file rather than treating it as a generic certificate. The inspection scope, selected model, shipping treatment, final packing, technical requirements, and buyer acceptance remain part of a case-specific inspection plan and the responsible parties’ documented decisions.