How to Do Consolidation & Pre-Shipment Inspections in China?

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When you source from multiple Chinese suppliers or prepare a bulk export, consolidation and pre-shipment inspection (PSI) are two critical steps to reduce shipping costs, control quality, and avoid post-shipment issues.

 

1. What Is China Consolidation Service?

Consolidation means collecting goods from multiple suppliers into a single warehouse and combining them into one international shipment. It is ideal for:

  • Cross-border sellers with multiple SKUs or suppliers
  • Buyers sourcing from 1688, Alibaba, Taobao or other platforms
  • Clients who need unified labeling, re-packaging, or kitting

 

Benefits of Consolidation

  • Lower international freight (one large shipment is cheaper than many small parcels)
  • Easier quality control and inspection
  • Simplified export documentation and customs clearance
  • Centralized labeling, branding and order fulfillment

 

 

 

 

2. How to Do Consolidation in China (Step-by-step)

Workflow Overview

  1. Choose a consolidation agent / warehouse: look for inbound receiving, short free storage, inspection, repacking, labeling and export document services.
  2. Share supplier details with the warehouse: include supplier name, order number, tracking/waybill number, SKU and quantity.
  3. Goods arrive and are registered: the warehouse scans, photographs and verifies each parcel against the packing list.
  4. Warehouse performs basic checks: count, visual condition, and packaging status, with photo records.
  5. Handle exceptions: for missing, damaged or incorrect items the warehouse contacts the supplier to resolve (return, replace, or discount).
  6. Consolidate, repackage and label: pack into export-safe cartons, apply FNSKU/barcodes/brand labels, and calculate final weight & volume.
  7. Seal and arrange international shipping: choose sea/air/rail and prepare export documents.

 

3. What Is a Pre-Shipment Inspection (PSI)?

PSI is a detailed quality check conducted when production is around 80โ€“100% complete or before goods leave the factory/warehouse. It verifies that products match your specification, function correctly, and are packaged properly.

 

PSI Objectives

  • Confirm product matches sample/specifications
  • Prevent defective items from being exported
  • Verify packaging, labeling and quantities
  • Reduce returns, claims and customer complaints at destination

 

4. How to Perform PSI in China (Process)

  1. Provide an inspection checklist: specify dimensions, materials, tolerances, functional tests, packaging, and AQL level (commonly AQL II).
  2. Send an inspector or hire a third-party: use your own QC, a sourcing agent, or third-party labs/inspectors (SGS, TUV, Intertek or local inspection firms).
  3. On-site inspection and sampling: use the AQL table for random sampling and inspect appearance, dimensions, function and safety.
  4. Produce an inspection report: include photos/videos, measurements, defect categories (critical/major/minor), and a pass/fail recommendation.
  5. Take action: approve shipment, request rework, reject, or negotiate with the supplier based on the report.

 

 

 

5. Best Practice: Combine Consolidation & PSI

  1. Perform a basic incoming check for each supplier batch when it arrives at the consolidation warehouse.
  2. Store accepted batches and separately document any exceptions for follow-up.
  3. Before final consolidation, perform a final PSI on the consolidated cartons (or per-box checks).
  4. Archive the inspection report, consolidation list and packing list for customs and potential claims.

 

6. Common Issues & Risks:

During Consolidation

  • Late shipments from suppliers delaying consolidation
  • Wrong or mixed SKUs received
  • Damaged packaging or missing quantities

During PSI

  • Color or material deviation from samples
  • Incorrect logo placement or printing
  • Failed functional tests (electronics or mechanical parts)
  • Cosmetic defects like scratches, loose stitching, or poor finishing

 

7. Why Use a Professional Service (e.g., local consolidation + inspection agent)

A professional local partner simplifies coordination and reduces risk by offering:

  • Nationwide pickup and warehousing
  • Inbound photo records and item-level registration
  • Incoming, in-process and pre-shipment inspection services
  • Repacking, labeling, kitting and FBA/e-commerce packaging
  • Export documentation, customs assistance and logistics coordination

 

8. Practical Templates (Ready to Use)

Consolidation Checklist (Simple)

  • Supplier name:
  • Order number:
  • Waybill/Tracking number:
  • SKU:
  • Quantity:
  • Unit price:
  • Estimated arrival at warehouse:
  • Special instructions (labeling/packaging/assembly):

Pre-Shipment Inspection (PSI) Checklist

  • Specification and sample conformity
  • Appearance and workmanship (scratches, color, printing)
  • Dimensions/weight (specify allowed tolerances)
  • Functional tests (list test methods)
  • Safety standards / certification marks (if applicable)
  • Packaging integrity and carton strength
  • Labels / barcodes / FNSKU / manuals present
  • AQL results and final conclusion

 

9. Summary & Action Recommendations

  1. Choose a consolidation warehouse that provides inbound photos and short free storage.
  2. Standardize incoming inspection for every supplier batch.
  3. Perform two key inspections: incoming/basic check + final PSI before shipment.
  4. Keep inspection reports, photos and supplier communication records for claims and traceability.

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