A pre-shipment inspection should prove that the exact VIN matches the order, is undamaged, functions correctly, has the ordered battery and charging configuration, and is supported by a complete document pack. Use seven linked gates: order baseline, identity, condition, battery/charging, road/functions, documents, and a signed release decision. If evidence is missing or belongs to another unit, hold the balance and shipment.
1. Freeze the signed order as the inspection baseline
Inspection cannot succeed if the inspector has only a model name. Give them the signed purchase order, pro forma invoice, build sheet, option list, colour, wheel and tyre specification, charging inlet, onboard charger, language, keys, cables and accessories. Convert each promise into a pass/fail line before the vehicle enters the inspection bay.
Control point: agree in writing which defects require correction, which allow a price adjustment, and which justify rejection. The inspector should record facts; the purchase agreement should define the commercial consequence.
2. Prove every record belongs to the same unit
Begin with a continuous shot of the vehicle and its visible vehicle identification number, then capture the body label, dashboard VIN where present, build label and document VIN. ISO 3779 provides the international framework for VIN content and structure, but the buyer's immediate task is simpler: every unit identifier must be legible and consistent.
- Match the VIN character by character across vehicle, diagnostic scan, invoice, export documents and conformity records.
- Record production month, model/trim code, motor and battery identifiers where available.
- Reject evidence assembled from stock photos, another colour, another trim or another VIN.
- Keep original-resolution files with timestamps and a file list.
3. Inspect exterior, underbody and cabin condition
Use a slow walkaround in even light, followed by close-ups of panels, glass, lights, wheels, tyres, seals and charge-door parts. Photograph any defect with a wider location view and a close detail. Check the underbody and battery enclosure for impact, scraping, missing shields, leaks, loose fasteners or transport damage. Inside, inspect upholstery, screens, trim, odometer, warning lamps, seat functions, climate control and supplied accessories.
| Area | Minimum evidence | Hold condition |
|---|---|---|
| Body and paint | Four corners, every panel, roof, glass and defect close-ups | Unexplained repair, corrosion, crack or material damage |
| Underbody | Battery enclosure, jacking points, shields and suspension views | Impact, deformation, leak or exposed component |
| Tyres and wheels | Size, brand, production code, tread and rim condition | Order mismatch, damage or unsafe condition |
| Cabin | Odometer, warning screen, controls, keys and accessories | Warning, non-function or missing ordered item |
4. Verify battery, high-voltage warnings and charging
Request a manufacturer-supported diagnostic scan or an inspection method appropriate to the model. Retain the full report, not only a seller's summary percentage. Review active and stored faults, warning indicators, battery temperature information, pack or cell values available through the supported tool, and any isolation or high-voltage warning. A single state-of-health number is not meaningful unless the method, software and conditions are identified.
Physically inspect the battery enclosure and charge inlet. Then run the AC and, when required by the order, DC acceptance test defined in the charging compatibility guide. Record charger identity, start/end state of charge, connection, sustained session, dashboard status and fault-free stop.
5. Test road behaviour and ordered functions
Where lawful and safe, conduct a controlled test from a cold vehicle. Confirm ready state, steering, acceleration, regeneration, service brake, parking brake, reverse, cameras, lamps, wipers, horn, HVAC and unusual noise or vibration. Exercise every material paid option, including driver assistance, power seats, powered doors, infotainment language, connectivity and both keys.
Do not write “all functions normal” without showing the test list. If a feature depends on a destination subscription, SIM, map licence or cloud service, record that dependency separately; a working screen in China does not guarantee service after export.
6. Reconcile the document and accessory pack
Approval evidence and unit inspection are separate. UNECE WP.29 guidance explains the type-approval framework, while UN Regulation No. 100 covers electric-powertrain safety requirements. Importers should confirm the destination's applicable requirements with qualified local professionals and ensure the supplied approval documents actually cover the variant and VIN.
- Commercial invoice, packing list and export/title documents use the same legal names and VIN.
- Conformity/type-approval evidence identifies the correct variant and destination basis.
- Owner, service, emergency and charging manuals are present in the required language.
- Warranty start, geographic coverage, parts support and diagnostic access are written down.
- Both keys, charging cable, tools, tyre kit and ordered accessories are counted and photographed.
Vehicle acceptance also does not replace transport compliance. The freight forwarder and carrier must apply current dangerous-goods and vehicle carriage requirements for the selected route.
7. Close exceptions before releasing shipment
The final report should state the inspector, place, unit, time, scope, equipment used, pass/fail result for each line, defects, corrective evidence and unresolved exceptions. The buyer then chooses one of three outcomes: accept, conditionally accept with written remedy, or reject under the agreement.
Release rule: do not let schedule pressure turn “not checked” into “passed.” Hold the final balance or shipping release until required evidence is complete and discrepancies are corrected or explicitly accepted by the authorised buyer.
Use the landed-cost guide to keep inspection, correction and delay contingencies in the procurement budget. When the unit and documents pass, retain the full evidence pack with the sales and shipping records.
Frequently asked questions
What is the most important pre-shipment EV check?
Confirm every photo, scan, test and document belongs to the exact VIN and compare that unit with the signed order.
Is a video inspection enough?
It can support the process only when unit identity stays visible, tests are observable, and diagnostic and document records are retained. An edited marketing video is not independent acceptance evidence.
Should battery state of health be checked?
Request manufacturer-supported diagnostic information and investigate warnings, imbalance or damage. Avoid unexplained percentages from unsupported tools.
Who should perform the inspection?
Use a competent inspector who is independent of the sales decision and has appropriate EV safety knowledge, test equipment and access to the agreed vehicle information.
When should the final balance be released?
Only after the required evidence is complete and every exception is corrected or accepted in writing under the purchase agreement.
Turn the checklist into your purchase specification
Send the destination, model, quantity and required configuration. Buy Chinese EVs can help align the quotation and unit evidence before the balance and shipment are released.
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