Many importers approve the sample and review the invoice, then leave the most sensitive two hours of the shipment unsupervised: the loading of the container. That is when cartons are stacked, braced and sealed. A mistake made then only surfaces at the destination port, when it is hard to fix.
This article covers what to request from the factory beforehand, what to inspect in the empty container, and what evidence to keep at closing. It applies whether you send an inspector or follow the process through photos and video.
Why loading day needs its own checks
Pre-shipment inspection confirms the product matches the approved sample (see our article on sample approval before shipping). Loading day confirms something different: that what was inspected is what actually goes into the container, in the right quantity, and protected for the journey.
Typical failures:
- cartons from a different batch than the approved one;
- a carton count that differs from the packing list;
- pallets stacked too high or not secured;
- a dirty, damp or smelly container, a real risk for an oil product;
- a seal number that is not recorded in the documents.
Before loading: what to request
- A draft packing list: cartons, bottles per carton, batch number per pallet.
- The date, container type (20ft, 40ft or consolidated) and carrier. See our comparison of FCL and LCL.
- The stacking plan: pallet count, height, how voids are filled.
- The evidence list: which photos and video you expect, and how soon.
The empty container
Ask for photos or video with the doors open:
- the container number, legible; note it to compare with the bill of lading;
- clean, dry floor and walls, with no stains or moisture;
- no foreign odor, confirmed in writing;
- roof and doors intact, with no holes or damaged gaskets;
- a floor with no protruding nails.
If a defect shows up, replacing the container now is far easier than arguing about damage after arrival.
During loading
| Checkpoint | What to verify | Evidence |
|---|---|---|
| Batch | Carton batch number matches the approved batch and packing list | Close-up of each pallet label |
| Quantity | Cartons per pallet and total | Photo before wrapping |
| Carton condition | No dents, moisture or oil marks | Photos of every face |
| Securing | Stretch wrap, corner protectors, voids filled | Short video |
| Load distribution | Heavy at the bottom, no large gap near the doors | Overall photo |
For glass bottles, securing matters even more; see our guide to packing glass shipments. It also helps to have one or two cartons from different pallets opened and photographed: caps, no leaks, batch number readable on the bottle.
Closing and sealing
- A photo of the closed container with its number visible.
- A close-up of the seal with the full number legible.
- The seal number recorded in the documents, as far as the carrier allows.
The seal number is your proof that the container was not opened between the factory and arrival. If a dispute arises it supports your claim (see claims for delayed or damaged shipments).
After closing: reconcile the documents
- Container and seal numbers identical everywhere.
- Carton counts and weights consistent across documents.
- Goods description and customs code as agreed.
- Importer details and notify party correct.
Correcting a draft is usually simpler and cheaper than amending after final issue, although fees vary by carrier.
On-site inspector or remote supervision?
- Remote: cheaper, suited to a factory you already know, provided the evidence list is agreed.
- Independent inspector: safer for a first or high-value order, since they notice what a camera misses, such as odor or bracing quality.
FAQ
Can I require attending the loading?
Yes, ideally written into the agreement or purchase order, with the date fixed in advance.
What if a damaged carton is found during loading?
Set it aside and photograph it, then agree on replacement or removal and update the documents.
Are photos enough as evidence?
They are valuable support, especially when container, seal and batch are clearly visible and the original files are kept.
What about consolidated shipments?
Goods are loaded with others at the consolidator's warehouse. Pallet photos, clear shipping marks and a receipt from the consolidator become your main evidence.
Next step
If you are preparing an order of argan oil or natural products under your own brand, see how we work, then send your details at assilouargane.com/quote and we will prepare a clear quotation.
