Define the inspection lot
Start with the product identity, specification, pack format, lot or production code, quantity and storage location. If the shipment contains different product codes, grades or production dates, confirm whether they should be treated as separate lots.
Use a representative sampling approach
Agree the sample size and method before the visit. Where access allows, select samples from different pallets, carton positions and production codes rather than taking every sample from one visible location. Record the lot, sample identifiers and any access limitation.
Check product, container and label condition
Review carton damage, leakage, contamination signs, freeze-thaw evidence, product presentation, packaging, labels, country of origin, weight or count declarations and the consistency between outer and inner packaging.
Measure and report with traceable evidence
Record the agreed method for temperature, gross weight, tare, net weight, glazing or drained weight. Keep photos, readings, sample references and purchase requirements together. Report the finding clearly as CONFORM, NOT CONFORM or PENDING where applicable.
Escalate analytical questions
Residues, microbiology, heavy metals, allergens, species authenticity and other analytical questions require a defined sampling plan and suitable laboratory method. A third-party visual inspection does not replace laboratory analysis or official control.