Generator Pre Shipment Inspection Checklist for Importers

Use this generator pre shipment inspection checklist to compare the goods with the approved order. Match each unit, record, accessory, document, label and pack to one buyer-approved reference pack. Log every mismatch. Release the shipment only after the buyer closes or accepts each release-critical item in writing.

This checklist controls order conformity at the shipment gate. It does not replace a factory audit, a performance FAT, destination-market compliance review, arrival inspection or commissioning.

Use this short field sequence during the visit:

1. Name the lot. Write the PO line, model, pack type and presented count. Split mixed goods into clear groups.

2. Name each checked unit. Use the serial number, carton number or other ID set by the order. Do not rely on memory.

3. Show the source rule. Link each check to the current PO, drawing, list or approved sample. Write the file revision.

4. Write what you saw. Use plain facts. Add the unit ID, place, date and file name to each photo or clip.

5. Open a deviation. Give each gap its own ID. State what was due, what was seen and which goods are at risk.

6. Check the fix. Keep the first proof. Add the new proof and note if a new visit or unit check was done.

7. Sign the release. Record PASS, HOLD or REJECT. Add the buyer name, role, date and report version.

This sequence makes the final file easy to read. It also stops one photo from being used as proof for a whole mixed lot.

Freeze the reference pack before the inspection

An email thread or old quote is not a clear inspection baseline. Before the visit, issue one reference pack with a revision for every file.

Include the purchase order and line items, approved build sheet, and drawings or bill of materials where applicable. Add the accepted sample or first-article record, label and shipping-mark artwork, document schedule, accessory list and packing specification. Keep every approved change with the pack. State which file governs if two fields conflict.

Give the supplier a simple readiness list before the visit:

• Put the agreed goods in one clear inspection area.
• Group each model, order line and pack version on its own.
• Show the current approved records, not an old quotation.
• Make serial numbers and cartons easy to reach and read.
• Name the person who can answer a deviation and the buyer who can release the order.

Record these control fields at the top of the report:

If the contract uses acceptance sampling, record the exact method, standard version, lot definition and accept/reject rules before the visit. ISO's inspection-by-attributes catalogue entry identifies a formal sampling family, but a generic article cannot choose the project sample or acceptance limits.

Match order identity to each presented unit

Start with identity, not appearance. Separate the goods by PO line, model, electrical version, branding version or packing version, then reconcile the presented quantity with the purchase order and packing list.

For every inspected unit, record the visible model, serial number and any project-required engine, alternator, controller or batch identifier. Photograph the complete unit, its nameplate and the traceability number as one evidence sequence. A carton label alone does not establish the identity of the machine inside.

Compare the nameplate and visible build with the approved order, not a public product page or similar sample. Check the artwork, model, rating fields, voltage, frequency and phase. Then check panel language, sockets or terminals, controller, start interface, enclosure, base, wheels and other ordered options. The project specification controls this list; it does not define what every BEAR model includes.

Use a four-column comparison for each field: required, observed, evidence reference and status. Treat a missing field, unmatched serial number, wrong label revision or unapproved component substitution as a deviation instead of declaring it equivalent on site.

Capture visible condition and basic function evidence

The inspection report should show what was observed, under what conditions and in which file. It should not turn a brief start demonstration into a performance-acceptance claim.

Check the visible condition of frames, panels, doors, fasteners, wiring routes, guards, seals, connectors, paint, labels and ordered accessories. Record missing, loose, damaged, contaminated, corroded, cracked, dented or incorrectly assembled items with a location and evidence number. Do not use a vague entry such as “workmanship acceptable” when a buyer needs to identify the affected unit later.

For any agreed basic function demonstration, record the serial number, date, operator, starting condition, observed display or control response, result and video filename. Write basic function observed unless the project FAT or test protocol supplies a separate performance method and acceptance criteria.

Load performance, noise, fuel consumption, protection operation, emissions, insulation, earthing, temperature rise, endurance and other technical acceptance tests remain outside this checklist unless the contract gives a project-specific procedure and decision authority.

For an OEM shipment, carry the approved controller, panel, artwork, label and document revisions from the BEAR OEM and private-label project review into the PSI reference pack. The inspector should record visible matches and deviations without treating them as proof of technical performance.

Reconcile accessories, spares and documents

Accessories and documents are order deliverables, not afterthoughts. Compare each item with the approved list and record the requested quantity, observed quantity, applicable model, packaging location, label status and photo reference.

This review can cover keys, tools, cables, plugs, wheel kits, loose components, commissioning items and spare-parts kits only when they appear in the order pack. Do not assume that a common accessory belongs to every unit or that one carton serves the whole shipment.

For documents, verify title, applicable model, language, revision, branding and delivery method. Separate documents that travel with the goods from project files delivered electronically. A buyer-side pre-shipment inspection overview from Asia Quality Focus treats documents and packing as part of the pre-shipment comparison, while the exact file set still comes from the order.

Use the dedicated pre-order document checklist to define the expected file package before production. At PSI, confirm that the controlled package actually exists and matches the presented configuration. The presence of a certificate file alone does not prove that it applies to the inspected unit or satisfies the destination market.

Inspect labels, packing and shipping marks as ordered deliverables

Packing passes only when it matches the approved packing plan and protects the identified goods for the agreed logistics route. Check the inner protection, outer packaging, pallet or crate, blocking and restraint, moisture protection, closures, handling features and visible condition.

Record actual carton or crate identifiers, dimensions and gross or net mass when the project requires them; this guide supplies no universal tolerance. Look for damage, wetness, contamination, crushing, incomplete closure, mixed variants, incorrect labels and visible movement risk.

Match product labels, carton labels, barcodes, SKU, model, quantity, origin wording, handling marks and other project-specific marks to the approved artwork. Match shipping marks to the buyer's PO reference, consignee or destination details, case number, mass, dimensions and handling instructions where those fields were ordered. MTR's published shipping and packing instructions illustrate how an individual buyer can define detailed mark and release requirements; they are not universal rules for every generator shipment.

Close deviations before PASS, HOLD or REJECT

Give each deviation a unique number and link it to the affected PO line or serial. State the requirement, what was seen and the evidence reference. Assign an owner, action, due date and any need for re-inspection. A promise to fix it after packing is not closure evidence.

Use the statuses consistently:

After correction, link the new photo, video, document or repeat-check result to the original deviation. Keep both the before and after evidence. Only the named release authority should change the shipment status; the inspector's observation does not automatically become the buyer's commercial release.

Before release, gather the final report revision, inspection date, PO and batch scope, and approved references. Attach the photo and video index, unit or carton register, deviation log and corrective evidence. Include any re-inspection record and the named buyer's authorization.

Use a compact release record to index that evidence:

1. Controlled reference pack and revision index.
2. Presented-lot and unit traceability register.
3. Required-versus-observed inspection checklist.
4. Accessories, documents, labels and packing reconciliation.
5. Deviation log with evidence and corrective action.
6. PASS, HOLD or REJECT signature block.

Send a PSI brief that the supplier can execute

Before booking an inspector, send the supplier the PO lines, quantity, build groups and inspection basis. State any contract-defined sampling method and the required demonstrations. Add the evidence naming rule, packing state, files to present and release authority, so the scope is clear before the visit.

Start with the current generator catalogue to identify the product family that needs an inspection plan. Then, if you want BEAR to prepare a quotation or inspection-ready order record, send the destination market, required voltage and frequency, intended configuration, quantity, branding scope, required documents, accessories and packing instructions through the generator inquiry page. Any model, certification, test or delivery commitment remains subject to the resulting controlled quotation and order documents.