Inspection Report Template — What a Real QC Report Contains
TL;DR: An inspection report is the document you use to release payment, demand rework or refuse a shipment, so its structure matters. This page shows the ten sections every compliant QC report must contain and links a real anonymised pre-shipment inspection report you can use as a template with your own inspector.
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The ten sections of a compliant inspection report
If any of these are missing, the report will not hold up in a payment dispute or a chargeback claim.
1. Header — buyer, supplier, PO number, SKU, inspection date and location
2. Inspection type — IPC, DUPRO, PSI or CLS
3. Quantities — ordered, produced, packed, available for inspection
4. Sampling plan — standard used, inspection level, AQL levels, sample size
5. Defect log — every defect with class, quantity and photograph
6. Measurement sheet — actual versus specified dimensions and weights
7. Function and safety test results — pass/fail per test
8. Packaging and labelling verification — including carton drop test
9. Photographic evidence — product, defects, cartons, shipping marks, factory
10. Verdict — pass, hold or fail with accept/reject numbers shown
How the verdict is calculated
Answer: The verdict is arithmetic, not judgement. Count the defects found in each class, compare against the accept and reject numbers for your lot size and AQL under ISO 2859-1, and record the result.
The verdict is arithmetic, not judgement. Count the defects found in each class, compare against the accept and reject numbers for your lot size and AQL under ISO 2859-1, and record the result. A 200-unit sample at AQL 2.5 accepts up to 10 major defects and rejects at 11. Critical defects normally carry a zero accept number.
What 'hold' means and when to use it
Answer: 'Hold' is a pending verdict used when the lot cannot be judged — production incomplete, packing below 80%, missing test reports or the factory refusing random sampling. Treat a hold as a fail for payment purposes until it is resolved and a re-inspection is completed.
'Hold' is a pending verdict used when the lot cannot be judged — production incomplete, packing below 80%, missing test reports or the factory refusing random sampling. Treat a hold as a fail for payment purposes until it is resolved and a re-inspection is completed.
Photo evidence standards
Photographs are what make a report enforceable with the supplier and with your insurer.
Overall shot of the sealed cartons before opening
Randomly sampled cartons with carton numbers visible
Product front, back and detail on a neutral background
Each defect photographed close-up with a scale reference
Shipping marks, barcodes and labels legible in frame
Short walkthrough video of the packed lot
How to use the report commercially
Answer: Reference the inspection report in your purchase order terms: payment of the balance is released only against a passed pre-shipment inspection. On a fail, the standard sequence is 100% sorting by the factory at its cost, rework, then re-inspection at the supplier's expense before shipment is authorised.
Reference the inspection report in your purchase order terms: payment of the balance is released only against a passed pre-shipment inspection. On a fail, the standard sequence is 100% sorting by the factory at its cost, rework, then re-inspection at the supplier's expense before shipment is authorised.
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Frequently Asked Questions
What should an inspection report include?
Header details, inspection type, quantities, the sampling plan and AQL used, a defect log classified as critical, major and minor, a measurement sheet, function and safety test results, packaging and labelling verification, photographic evidence, and the pass, hold or fail verdict with the accept and reject numbers shown.
Is there a free inspection report template?
Yes. The sample pre-shipment inspection report linked on this page is a real anonymised AQL 2.5 report you can use as a template with your own inspector.
How quickly should an inspection report be issued?
Within 24 hours of the on-site inspection. Anything slower erodes your leverage because the shipment window closes.
Who signs the inspection report?
The inspector who performed the check, with their name and credentials on the document, countersigned by the inspection body. A report without a named inspector is not usable in a dispute.
How do I get started with Small World India?
Send us your product specs or reference images via the contact form. Within 48 hours we shortlist 3 vetted factories with FOB pricing, MOQ, and lead times — at no cost.
What is the typical MOQ for sourcing from India?
MOQs range from 100 units (jewelry, handicrafts) to 5,000+ units (textiles, packaging). We negotiate flexible MOQs for first orders and combine SKUs across factories when needed.
How does Small World India ensure product quality?
Every order includes factory audit, mid-production inspection, and pre-shipment AQL 2.5 inspection by our in-house QC team. You receive photos, videos, and a full inspection report before shipment leaves the port.
Which countries do you ship to?
We export to 50+ countries with primary buyer concentration in the USA, UK, Germany, France, Netherlands, Australia, Canada, UAE, and Japan. We handle FOB, CIF, and DDP terms.
Related Resources
Explore our guides and articles to help you source successfully from India.
Quality Control Checklist
The inspection protocol behind the report.
Read MoreAcceptable Quality Level (AQL)
How accept and reject numbers are derived.
Read MorePre-Shipment Inspection
Final random inspection at AQL 2.5.
Read MoreAQL Calculator
Sample size and accept/reject numbers.
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