Kinzmen International · kinzmen-int.com/resources/before-shipment-checklist · Reviewed November 1, 2026
Guide 04 · Scope template and checklist
Agree, before the vehicles leave, what will be checked, by whom, which documents are needed and who authorizes shipment. An inspection records what was checked; it is not regulatory approval and does not guarantee the absence of defects.
A problem found after a vehicle has shipped is harder to resolve than one found before. Agree the inspection scope, the document list and the approval step while the vehicles are still with the supplier, and put that agreement in writing before the inspection is commissioned.
Use this template in that order: define the scope, check identifiers, specification and condition, assemble the documents, record findings, assign handover roles and then authorize shipment.
What an inspection does and does not do. An inspection records the checks a named provider carried out on identified vehicles, at a point in time, against an agreed scope. It does not establish regulatory approval, import eligibility or registrability at the destination, and it does not guarantee the absence of all defects.
Documents depend on the vehicle and route. Not every shipment needs, or receives, the same certificates. Confirm the list with the exporter, the carrier and the importer or customs representative at the destination.
| Document | Usually provided by | Points to check |
|---|---|---|
| Commercial invoice | Seller or exporter | Matches the VIN schedule, quantity and delivery basis |
| Packing list / VIN schedule | Exporter | Every VIN listed once, matching the vehicles |
| Contract or order reference | Seller and buyer | Specification and terms match what is shipped |
| Applicable export documents | Exporter | Export licence and exporter qualification as applicable to the vehicle (since 1 January 2026 this includes battery-electric passenger vehicles) |
| Used-vehicle export documents | Exporter | Export-licence details match the registration certificate; additional manufacturer aftersales documentation for recently registered vehicles |
| Transport document (bill of lading or sea waybill) | Carrier or forwarder | Consignee, notify party and VINs correct |
| Insurance certificate | Party responsible under the delivery basis | Cover level and where cover starts and ends |
| Inspection report | Inspection provider | Scope, findings, evidence and limits stated |
| Certificate of origin | Issuing body, where required | Required by the destination or for duty purposes? |
| Destination certificates or conformity documents | To be confirmed with the importer | Only those the destination actually requires |
| Warranty and service documents | Manufacturer or seller | Territory and commercial-use terms in writing |
MOFCOM Announcement No. 54 of 2025 brought battery-electric passenger vehicles under export-licence management from 1 January 2026, using the qualification and licensing procedures China already applies to automobile exports. Confirm the exporter’s applicable qualification and licence, whatever the powertrain. China’s used-vehicle export rules address vehicles registered shortly before export, including manufacturer aftersales documentation, and require the details declared for the export licence to match the vehicle registration certificate (MOFCOM policy summary).
EV shipping conditions are carrier-, route- and vehicle-specific. One carrier’s published instructions, for example, set maximum and minimum state-of-charge levels for battery-electric and plug-in hybrid vehicles, provide for random checks at export ports and state that units found above the maximum must not be loaded (Wallenius Wilhelmsen). Do not assume a universal charge level.
Record every finding, then agree an action: accept as is, rectify before shipment, rectify after arrival, replace, or reject.
| VIN | Finding | Agreed action | Responsible party | Status |
|---|---|---|---|---|
A vehicle with an open blocking issue should not be authorized for shipment unless the buyer accepts the issue in writing.
The delivery basis determines where costs and risks pass between seller and buyer (ICC). Make sure the named roles match the agreed Incoterm and named place.
| Role | Organization | Contact | Responsible for |
|---|---|---|---|
| Seller | |||
| Exporter | |||
| Inspection provider | |||
| Freight forwarder or carrier | |||
| Insurer | |||
| Importer of record | |||
| Customs representative at destination | |||
| Aftersales and claims contact |
Destination admissibility remains a separate question. An inspection before export does not show that a vehicle meets the destination’s standards; Transport Canada, for example, explains that a vehicle built to another country’s standards generally cannot be modified to meet Canadian standards (Transport Canada). If the offers have not yet been compared on a like-for-like basis, start with Comparing International Vehicle Quotations.
Regulatory and carrier references were checked on the review date shown for this guide. Rules change: recheck the cited source before relying on it for a transaction.
Official and primary sources cited in this guide, checked on the review date.
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When the destination, use, quantity and timing are clear, send them as a procurement enquiry. It starts a commercial assessment; it does not reserve vehicles or create a purchase order.