Container loading supervision: what it covers

This article describes common industry practice, not official rules.

Container loading supervision usually means that a third party, not the factory or the seller, watches the goods go into the container, checks the container before loading, and records what was loaded and how the container was sealed. It shows that the right cartons went into a container that looked sound, and that the container was closed with a recorded seal. It does not by itself show what is inside the cartons.

What the inspector usually checks in the container

Before loading starts, the inspector looks inside the container. Common points are the floor, the walls, the doors and the roof area. The inspector checks that the floor is dry, that there are no visible holes, and that the container has a clean smell with no odour. Damp, holes or a strong smell can damage cartons or affect the goods during the voyage, so these checks are a common part of the job.

Counting cartons against the packing list

As cartons go in, the inspector counts them and compares the count with the packing list. A common approach is to note any difference and ask the factory to explain it before the container is closed. The count is recorded in the report.

Checking shipping marks and carton condition

The inspector compares the shipping marks on each carton with the marks in the packing list or the buyer's specification. Cartons are also checked for crushing, tears, wet patches and open flaps. Damaged cartons are noted and photographed.

Opening some cartons

In many cases the inspector opens some cartons to check that the goods match the packing list and the labels. This is a check of identity, such as colour, size or model. It is not a full product inspection. How many cartons are opened is set in the inspection instruction.

How cartons are stacked and secured

The inspector watches how cartons are stacked, whether pallets are used, and how the load is secured with straps, bars or wedges. A load that leans or shifts can damage goods in transit. The stacking is described in the report and shown in photographs.

Photographs and records during loading

Photos are usually taken at set stages: the empty container, the partly loaded container, the fully loaded container, and the closed doors. Stage photos let the buyer see how the load changed over time, not only the final state.

Recording the container and seal

The inspector records the container number and the seal number, and photographs the seal on the door. These records let the buyer match the sealed container with the shipping documents.

What the report usually shows

The report usually states that the cartons counted were the ones on the packing list, that the shipping marks and carton condition were checked, that the stacking and securing were observed, and that the container was sealed with a recorded seal. It reflects what the inspector saw at the time of the checks.

What the report does not show

Loading supervision does not normally check the quality of the goods inside the cartons. If the buyer wants product checks, these are a separate activity and are listed in the inspection instruction. Examples are a function test, a measurement or an on-site test. A laboratory test is also a separate activity. It measures properties under controlled conditions and produces a test report, and it is not part of loading supervision unless it is arranged. Whether a legal or certification requirement applies is for the regulator or an accredited laboratory to confirm.

What to send the inspector beforehand

• The packing list.
• The shipping marks.
• The loading plan, if the factory has one.
• The inspection instruction or checklist, with the points the buyer wants checked.
• Contact details for the person at the factory who will be present on the loading day.

Who usually books the inspection

In many cases the buyer books the inspection company and agrees the timing with the factory. The purchase contract sets the arrangement for the booking.

Does loading supervision check product quality?

Usually not in full. It covers the cartons, the container and the seal. Product checks are added only when the inspection instruction asks for them.