The equipment has passed the agreed inspection, and the factory is preparing to pack and load it.
The next task is not to inspect the whole machine again. It is to establish that the inspected machine, agreed accessories and goods actually loaded into the container can be matched item by item.
Inspection, packing and loading happen at different stages. Records need to connect any intervening equipment changes, accessory movements and issue resolution.
A loading check can cover quantity, traceability, package markings, handling damage, and container and seal records. It should not be reduced to a final photograph of closed doors. Source: loading supervision scope.
1. Give the machine and its accessories clear references
Before loading, bring together the final configuration, inspected machine identity, corrective-action records and accessory list.
Keep using the machine's serial number. If packing will conceal the nameplate, record the identity beforehand and link the machine to its external package marking.
Separate items also need a defined location. Do not write only “accessories with machine.” State whether they are installed, packed in a specific box or being delivered separately by agreement.
For example, the following is a hypothetical arrangement:
M01: one machine, serial number S-021.
A01: charger, keys and agreed tools.
A02: spare parts checked item by item against the list.
Operator's manual: delivered electronically as agreed, not recorded as a physical item loaded.
These are internal traceability references. They do not replace the manufacturer's nameplate, safety labels or formal shipping marks.
2. Communication tip: replace “take loading photos” with three recording points
If you discover only after loading that the accessories were never photographed, the final photographs may not recover the missing evidence.
Agree three points with the factory in advance.
Before boxes are closed: record the accessory contents that need checking, followed by the corresponding package marking.
During loading: record those machines and packages actually entering this container.
After sealing: record the container number, seal number and final list of goods loaded.
The objective is not more photographs. It is to capture information before it becomes inaccessible.
Send this arrangement in advance to the people actually responsible for packing, warehousing and loading, with sales coordinating confirmation. Sending the request to sales alone, without identifying who will carry it out, does not establish that the site is ready.
3. Inspection–packing–loading reconciliation checklist
At the top, enter the order number, loading date, record keeper and contact authorized to confirm issue resolution.
| Item to check | Basis before loading | What to confirm during loading | What to do if it differs |
|---|---|---|---|
| Machine identity and quantity | Inspection report, model and serial-number list | The machines actually loaded match the records | Investigate a different identity; do not automatically apply the previous inspection result |
| Changes after inspection | Approved changes and follow-up records | Any further replacement, repair or adjustment | Explain the change and assess the need for additional checks |
| Accessories and spare parts | Contents list, pre-closure records and package markings | Which boxes and packages were actually loaded | Complete the loading or obtain an explicit separate-delivery decision |
| Machine and packaging condition | Post-inspection and pre-packing records | New damage or other abnormalities | Retain evidence and have the responsible people confirm the response |
| Container and seal | Transport arrangements and actual loading list | Actual container and seal numbers and linked records | Verify and update; record reopening and resealing separately |
For each issue, add a short entry:
Issue — action — evidence — confirmer and date.
For example:
Spare-parts box A02 was not loaded. It was added before sealing. Records show its marking and entry into the container. The loading lead and designated checker confirmed completion.
If the parties agree to send it separately, record “not loaded in this shipment; separate delivery agreed.” Do not keep it marked “loaded” merely to make the list agree.
4. Across time zones, decide in advance who handles exceptions
The buyer may not be available throughout loading. The loading team also cannot wait indefinitely for an undefined response.
See the guide to verification of corrective work for the relevant checks.
Agree who receives issue notifications, which channel to use, what the site may verify and correct under its authority, what needs the buyer's designated decision-maker, and what happens if that person cannot be reached.
For example, an incorrect label reference may be corrected within the agreed authority after the goods are checked. A different machine from the one inspected cannot be accepted simply because someone on site says “it is the same model.”
“Please keep an eye on it” is not a complete instruction. Record keeping, professional loading, acceptance decisions and commercial concessions may belong to different people.
Assign a person to photographs and records rather than asking someone operating loading equipment to gather evidence at the same time.
5. Clear records do not validate the loading method
The buyer can check goods, quantities and reported issues. Equipment positioning, weight distribution and securing still need to be handled by competent people against the actual transport requirements.
The CTU Code provides international practical guidance on packing and securing cargo transport units. It is not a ready-made loading plan for a particular aerial work platform. Source: CTU Code.
Link the container and seal numbers to the actual loading records. Those numbers alone do not establish everything inside. If the container is subsequently opened or resealed, retain the reason and updated handover information.
Finally, reconcile documents to the actual load. Record machine count, accessory quantities and package count separately; see the equipment shipping-document guide for details.
The original pre-shipment inspection record can then be traced through to this shipment, rather than the evidence trail ending when inspection finishes.
Inspection is complete. Who will take responsibility for the loading handover?
Give Levantis the inspection report, accessory list and loading plan. We can help define recording points, coordinate execution in China and arrange issue feedback. Any on-site recording or loading supervision requires confirmation of the scope, personnel and fee.