Match the goods entering the container to the inspection report through carton IDs, pallet records, or product serial numbers. Then verify that no undocumented replacements or changes occurred between inspection and loading. You need both an identity match and records of how the goods were held and handled. A matching carton count or container seal cannot establish this on its own.
AI-generated illustration of an inspection scenario.
The examples below cover carton-packed or palletized goods. Quantities and IDs are illustrative, not inspection thresholds.
Identify the Inspected Lot
For a lot of 500 cartons containing 20 units each, the inspection report should reference a list identifying the 10,000 units covered. Carton IDs should be unique within the shipment and distinguishable from IDs used on other orders.
| Field | Example or Details to Record |
|---|---|
| Inspection report | IR-001, inspection date, and location |
| Purchase order and model | PO-001; SKU-01 |
| Production lot | LOT-A |
| Carton IDs and quantities | PO-001/C0001–C0500; 20 units per carton |
| Pallet contents | Pallet IDs linked to their carton lists |
| Storage and release status | Warehouse location, outstanding issues, and release approval |
A final random inspection examines samples from a defined lot. It does not mean every unit was checked. Acceptance sampling uses sample results to support an acceptance decision about that lot.[1]
If only 8,000 units from a 10,000-unit order were included in the inspection, the remaining 2,000 need a separate inspection and release basis. The purchase order number does not extend the report’s coverage.
Control Goods Between Inspection and Loading
Keep released goods apart from pending, rejected, and reworked stock through marked locations, barriers, or controlled warehouse records. Record each change against the affected carton or pallet IDs.
| Change | Details to Record |
|---|---|
| Repacking | Old and new carton IDs, product lot, quantity, reason, date, and person responsible |
| Replacement or added goods | New IDs, source lot, quantity, inspection status, and release approval |
| Warehouse or pallet transfer | Affected IDs, previous and new locations, time, and staff involved |
| Rework | Affected IDs, work completed, required reinspection results, and release decision |
If five cartons move from pallet P01 to P02, update both pallet lists. If products inside those cartons are replaced, record the replacement lot too. Keeping the original carton label does not preserve the identity of the contents.
Numbered tamper-evident labels can help flag opened cartons or pallets. Record the label numbers when applied and check them before loading. A broken label calls for investigation; an intact label does not replace the contents record.
Check Goods as They Enter the Container
If 500 cartons were inspected but only 300 are shipping, prepare a shipment list with those exact 300 IDs. Keep the other 200 on a separate inventory record.
For container loading supervision, agree in advance whether verification covers every carton or intact pallets with documented contents. Carton counting alone does not establish lot identity.
- Match IDs, lot numbers, and quantity markings against the shipment list.
- Check for duplicate IDs, unlisted goods, and planned goods not loaded.
- Examine covered labels, broken seals, resealing, and conflicting markings.
- Record goods as they enter the container and remove any cartons subsequently unloaded.
- Verify replacements before adding them to the final loading record.
If five of the planned 300 cartons are held back, record 295 as loaded. If a spreadsheet has 500 rows but only 498 unique IDs, resolve the duplicates before accepting the total.
Labels alone may not settle a discrepancy. Where repacking records are missing or markings conflict, hold the affected goods and arrange an opening check or reinspection under the product’s handling requirements. Record the carton IDs opened and what was found inside.
Compare IDs as Well as Quantities
| Loading Record | Cartons |
|---|---|
| Inspected goods scheduled for loading | 500 |
| Goods loaded from the original list | 480 |
| Replacements from another lot | 20 |
| Total loaded | 500 |
The quantity difference is zero, but 20 planned IDs are missing and 20 unlisted IDs have appeared. Check the replacements’ inspection status and record where the original 20 cartons went.
Even if the replacement goods have passed a separate inspection, they are not part of the original inspected lot. List their own report reference in the shipment record.
Link the Loading Record to the Container
Photograph carton markings, loading activity, the completed load, and the container and seal numbers. For carton C0128, take a close-up showing its ID and lot number, plus a wider photo showing its pallet and location. Keep the original files.
Attach the final loading list to the container number, seal number, sealing time, and names of the staff involved. Section 3.6 of the IMO/ILO/UNECE CTU Code recommends including the correct gross mass as well as the CTU number and, where required, the seal number in the appropriate documents. The Code is a non-mandatory global code of practice; these documentation recommendations do not certify continuity with an inspected lot. [2]
If the container is reopened, record the reason, any cargo changes, and the replacement seal number. For consolidated cargo, link carton IDs to the warehouse receipt and final loading record, including any intervening pallet changes or relabeling.
Handle Missing Records and Exceptions
Missing Original IDs
Check product serial numbers, pallet contents lists, warehouse receipts, and dated inspection photos for an alternative link to the report. New IDs assigned on loading day support future tracking but cannot prove the goods were present at the earlier inspection.
If the available records cannot establish that link, record the identity check as inconclusive. A fresh inspection may support a new release decision, but it does not prove continuity with the earlier lot.
Unresolved Differences
If 10 of 500 cartons have conflicting lot numbers, list their IDs, photograph the markings, and hold them for verification. If you cannot locate those cartons, widen the identity check rather than assuming the other 490 are clear.
A partial release should identify the cartons or pallets approved for shipment and the person authorizing it. Keep unresolved goods off that list.
Record the Verification Scope
If you checked 50 carton IDs, report those 50—not the entire shipment. If you checked all 500, the record can state:
We checked all 500 loaded carton IDs, lot numbers, and quantity markings against inspection report IR-001 and the shipment list. We reviewed packaging condition and recorded changes since inspection. No unresolved differences were found within the agreed checks. The attachment lists the loaded IDs, any cartons opened for contents checks, and the container and seal numbers.
This confirms the findings of the identity checks. It does not claim that every product passed a quality test or that storage and loading caused no damage.
