A tile pre-shipment inspection report should tell you exactly what was checked, how many boxes and tiles were sampled, what was found against your specification, and whether the lot passed. It should include photos and enough detail for you to decide on the balance payment without being on site.
If a report only says "goods found in good condition", it is not a report. You cannot act on it, and you cannot use it in a claim.
The order details
- The purchase order number, factory name and address, inspection date and inspector's name.
- Each design, size, finish and grade ordered, with the quantity ordered and the quantity found packed.
- The shade, calibre and batch codes found for each design.
- How much of the order was packed at the time of inspection.
Sampling and method
The report should state the sampling plan used, for example ISO 2859-1 with the inspection level and AQL agreed in your contract. It should state how many boxes were opened and how many tiles checked per design, and how the boxes were chosen. Our article on AQL for tile inspection explains the terms.
The checks and their results
Each check should show the requirement, the result and a pass or fail. For tiles, these are the usual checks:
- Visual grade check against the written grade definition and the reference sample, with defects counted by type.
- Shade consistency, from tiles laid out from different boxes and pallets.
- Size, thickness and squareness, measured on a set number of tiles per design.
- Flatness or warpage, measured with a straight edge or gauge.
- Design and face check, confirming the right design and the expected faces.
- Packing check, covering box strength, markings, pallet build, strapping, wrapping and pallet treatment mark.
- Quantity check against the packing list.
Lab test results
Lab tests, such as water absorption or breaking strength, are usually reported separately by the laboratory. The inspection report should note whether samples were drawn for testing and how they were sealed. Our guide to tests to order before shipment lists the common ones.
Photos and defects
Photos should show the warehouse stock, the box markings, the tile layout, each type of defect found, the measurements being taken and the pallet build. Each defect photo should be labelled with the design and box it came from.
Defects should be classed as critical, major or minor, using the definitions in your contract. The report should give the count for each class against the acceptance number in the sampling plan.
The conclusion
The report should end with a clear result for each design: pass, fail or pending. Where a design fails, it should say why and what was agreed with the factory, such as re-sorting or re-inspection. Our guide on inspecting floor tiles before shipment covers the inspection itself.
How we help
Our inspection reports follow this structure, with photos and a clear result for each design. To see how we would inspect your order, book a free sourcing review.