Direct answer: agree acceptance before a vehicle is packed
A useful pre-delivery inspection (PDI) is not a generic tick-box sheet. First freeze the exact model, order/reference and configuration revision; then agree the applicable visual and functional checks, test conditions, acceptance criteria, inspector, evidence owner and remedy for open findings. If the particular unit has a VIN or serial number, tie the dated record, photos and videos to that identifier. If it does not, agree another unique, traceable unit reference and photograph that reference alongside the unit and its order documents. Make release for packing/loading a separate decision from the inspection result. This helps a buyer compare the contracted configuration with what was actually presented, even when purchasing from another supplier.
For a container shipment, separately request the packing party’s record of vehicle identity, unit condition, securing method, container identity and seal where applicable. The IMO/ILO/UNECE CTU Code is a non-mandatory global code of practice covering packing and securing cargo transport units across sea and land chains. It does not prove that a specific vehicle, securing design or shipment was compliant merely because a checklist mentions it. The actual packing operator, carrier and applicable route rules must review the arrangement. IMO CTU Code
Copyable acceptance-and-evidence matrix
Use pass / fail / not applicable / not observed only against written, model-specific criteria. Not observed is not a pass. The fields below are proposed questions, not a manufacturer specification or a legal inspection standard.
| Gate and proposed check | Evidence to request and tie to the unit | Who records, reviews and resolves | Release decision |
|---|---|---|---|
| Identity before tests — contracted model, order ID, revision, selected options, quantity; VIN/serial if assigned, otherwise agreed unique unit reference. | Dated identification/nameplate photo where one exists, full-unit views and the signed configuration revision. A photo of another model is not substitute evidence. | Seller identifies; inspector checks; buyer or appointed reviewer reconciles with the order. | Mismatch → hold; log the discrepancy and corrected revision. |
| Visual condition — body, glazing, finishes, seats/interior, tires/wheels and accessible equipment only as applicable to the agreed model. | Dated views covering the agreed zones, photo IDs mapped to unit ID, recorded defects and severity/acceptance decision. | Inspector documents; seller proposes corrective action; buyer reviews the agreed criterion. | No defined criterion or obstructed view → mark not observed and agree a recheck, not an assumed pass. |
| Functional tests — functions actually supplied under the signed specification, e.g. applicable lighting, controls, brakes or installed accessories; check only by qualified personnel under safe conditions. | Test method and conditions, recorded observed outcome, any instrument reference where agreed, dated video or test sheet linked to unit ID. | Competent inspector/technician performs; seller owns fixes; buyer signs off only against agreed criteria. | Do not invent numerical thresholds or assert that an unperformed road test occurred. |
| Documents and supplied items — contractual handover documents, included equipment, spare parts/keys/tools if included by contract; destination documents remain separately verified. | Versioned document register, item counts against the order, shortages and who will provide missing items. | Seller compiles; buyer compares; destination specialist checks local admissibility. | Missing material document or part → pending/exception with owner and deadline. |
| Finding, repair and retest — every failure, ambiguity or agreed deviation. | Finding ID, unit ID, before/after photos, dated repair and independent or agreed retest result; record whether a concession was expressly accepted by buyer. | Seller corrects; original or independent inspector retests; authorized buyer accepts/rejects exception. | Open finding does not turn into pass merely because an email says “done”. |
| Packing/loading gate — agreed securing and protection; for containers, CTU/container number, internal positioning, tie-down details and seal number where used. For ro-ro or another method, replace container fields with the actual carrier handover evidence. | Dated unit-to-CTU association, loading sequence and securing photos, container and seal record, receiving/handover record. No universal container method is assumed. IMO CTU Code | Packing party documents; forwarder/carrier checks applicable requirements; buyer retains copy and confirms contract references. | A PDI pass alone is not packing/transport acceptance. |
| Dispatch and receipt exceptions — visible damage, seal discrepancy, missing document or quantity at handover/arrival. | Timestamped notes, photos before alteration where safe, bill of lading/transport reference, notice to the named claims contact within the contract and insurer/carrier deadlines. | Receiving party documents promptly; contract owner and insurer/carrier handle claims; seller answers contractual nonconformity separately. | Record exception instead of signing a clean receipt for disputed condition without advice. |
A single-unit evidence index to copy
Order / contract reference:
Approved model and configuration revision:
Unique unit reference; VIN/serial only if this exact unit has one:
Inspector name/role; inspection date/place:
Agreed checklist revision, safe test conditions and acceptance criteria:
Visual photo IDs and video IDs mapped to the unit:
Function tested / not applicable / not observed / failed, with result record IDs:
Open findings, corrective action owner, retest date and buyer exception decision:
Included documents/spares checklist and pending items:
Buyer authorization for release to packing (separate from inspection signature):
Packing party; mode (container / ro-ro / other):
Container/CTU number, securing evidence and seal where used:
Carrier handover record and date:
Arrival receiving record and any discrepancy:
Damage-notice period, recipient and claims contact per contract/policy:
Warranty scope/exclusions and parts, labour, transport responsibility per contract:For multiple units, create a separate index per unit. Do not recycle one set of photos as evidence for the whole batch. An inspector can sign the checks actually performed; the buyer’s acceptance of a deviation, the carrier’s acceptance of packing and the destination authority’s approval are different decisions.
Inspection acceptance is not risk transfer or an insurance claim
The sale contract should identify who bears which risk at the delivery point, who arranges transport and insurance, and who can make a claim. ICC’s Incoterms® 2020 page describes allocation of costs, risks and obligations, including different CIF and CIP insurance levels; it is not a universal after-sales warranty or claims procedure. ICC Incoterms® 2020 A signed PDI sheet cannot change the agreed risk-transfer point by itself, prove an insurer covers a defect or absolve a seller of an unfulfilled contract term. Cross-check the specific rule, year and named place, the carriage contract, insurance certificate and warranty contract instead of using a single “shipped OK” status.
When damage or shortage is found, preserve the as-found condition where safe, record date/time and unit/container references, notify the contractually named seller and carrier/insurer contacts within their applicable periods, and ask which documents and inspection access are needed. The contract should state notice channel/deadline, inspection access, insurer/carrier claims contact, warranty coverage/exclusions and who pays for parts, labour and transportation. No blanket notice period, repair promise or claim outcome is provided here. The packing record helps establish the handover condition, but does not itself prove who caused a later loss.
Questions to settle before the inspector begins
- Which exact model and revision will be presented, and does each unit have a VIN or serial number? If not, which alternative reference connects every photo, video and document?
- Which appearance and functional checks are actually applicable to this configuration? Who defines the acceptance criteria and safe conditions, who performs them, and who can sign off exceptions?
- What is the rule for
fail,not observedandnot applicable? Is packing blocked until retest, or is a documented buyer concession possible? - For this mode, who records securing, carrier handover and (when relevant) the CTU/container number and seal? Which evidence is required by the forwarder or carrier?
- If a defect is found on arrival, who receives the first damage notice, how soon under the actual contract/policy, and who contacts the carrier or insurer? Which costs are warranty parts, labour or transport obligations?
FAQ
1. Does a generic “PDI passed” message prove that my unit was inspected?
No. Request the actual unit reference, the agreed checklist revision, date, named inspector, checks performed, results and traceable images or videos. If this unit lacks a VIN, use an agreed unique reference; do not manufacture a VIN or assume every product has one. A blank template or another unit’s video is not an inspection record.
2. Can an attractive photo or video substitute for a functional test?
No. Images may show condition at a moment, but not necessarily test method, operating conditions, pass/fail criterion or model identity. Agree what qualified personnel must actually operate and record for the contracted configuration. No test count or numerical threshold is supplied by this article.
3. If the buyer signs PDI acceptance, is transit damage automatically the seller’s or the buyer’s loss?
No automatic answer. Separate the inspection acceptance, the contractual trade-rule delivery and risk-transfer point, any seller nonconformity, carrier liability and insurance cover. Confirm the agreed Incoterms® rule/version/named place and the particular carriage and insurance documents; preserve the as-found record and give notice to the named contacts. ICC
4. What if the container seal is missing or damaged at arrival?
Document its condition, unit/container number, timestamp and any other observable discrepancies before changing the evidence, insofar as safe and permitted. Notify the carrier/forwarder, insurer and contractual counterparty using the specific notice instructions and deadlines. A seal discrepancy is a finding to investigate, not proof of theft, a particular liable party or that every unit is damaged. For a non-container mode, use its actual handover identifiers and documents. IMO CTU Code
5. Does a PDI or loading checklist prove destination road legality or certification?
No. It describes checks and records agreed between the parties; destination registration, homologation, safety or food-service permissions (where relevant) must be assessed separately for the specific product and use by competent authorities or qualified local specialists.
Optional next step: ask any supplier to complete the table for the exact unit before authorizing shipment. If considering Huajia Machinery, use the existing contact page with your name, email, phone/WhatsApp, destination, intended vehicle use, quantity and proposed inspection/packing evidence needs. This Huajia Machinery buyer checklist is general guidance, not a completed inspection, quotation or legal advice. A request for a project-specific discussion is not a representation that inspection, insurance, warranty or certification has already been supplied.
Primary sources and scope
- IMO CTU Code International Maritime Organization (IMO) / International Labour Organization (ILO) / United Nations Economic Commission for Europe (UNECE), IMO/ILO/UNECE Code of Practice for Packing of Cargo Transport Units, 2014; official IMO overview, accessed 15 October 2026. The IMO explicitly describes the CTU Code as non-mandatory guidance covering packing, securing and receipt in an intermodal chain. It does not establish a product-specific packing method or verified shipment.
- ICC source International Chamber of Commerce (ICC), Incoterms® 2020 official overview, rules updated 2020, accessed 15 October 2026. Supports separation of costs, risk and obligations, not an individual claim outcome. The copyrighted complete rules and actual sale/carriage/insurance contract must be consulted for a transaction; no standard text is copied here.