When you buy timber from another continent, you usually cannot see the wood before it leaves. The container is sealed at the port, sails for weeks and is opened in your yard. If the species, grade, sizes or moisture are wrong, fixing the problem at that stage is slow and expensive. That is why timber inspection before shipment is one of the best investments an importer can make, especially for first orders, large contracts and payments by letter of credit.
In this guide we explain what a pre-shipment inspection covers, which grading rules apply, how moisture is tested, who can do the inspection, what it costs and how to use the report. At Global Timber Trade Hub we welcome independent inspection of our shipments, and we explain here how to set one up.
In short
- Pre-shipment inspection checks species, grade, sizes, volume and moisture before loading.
- Use an independent inspection company or your own trusted inspector.
- Agree the grading rules in the contract, such as SATA or NHLA rules.
- Ask for photos of bundles, end grain, moisture readings and container loading.
- Include the inspection certificate as a required document in your LC.
- Inspection costs are small compared with the value of a container.
Why inspect before shipment?
- Prevent costly disputes: problems are found while the timber is still at the mill.
- Protect your payment: banks pay against documents, not the timber.
- Confirm legality: inspectors can check marks, permits and documents.
- Build trust: a clean first inspection makes future orders easier.
- Reduce waste: you receive timber you can use, not rejects.
What an inspector checks
| Check | What it means |
|---|---|
| Species | Correct species, no substitution with cheaper woods. |
| Grade | Defects, clear cuttings and appearance meet the agreed rules. |
| Dimensions | Thickness, width and length within tolerance. |
| Volume | Measured volume matches the packing list. |
| Moisture content | Kiln-dried stock within the agreed range. |
| Defects | Splits, checks, wane, rot, insect holes, stain, sapwood. |
| Machining | Profiles, surfacing and straightness for processed products. |
| Packing | Bundles strapped, labelled, protected and stickered if needed. |
| Loading | Container clean, dry, well loaded and sealed. |
| Documents | Marks and bundle numbers match the documents. |
Species identification
Many African hardwoods look alike, especially when freshly sawn: sapele, sipo, kossipo and tiama, for example, are all red-brown and related. An experienced inspector can identify species by colour, grain, smell, weight and end-grain features with a hand lens. For high-value or disputed species, wood samples can be sent to a laboratory. Make sure your contract names the species by trade name and botanical name. See our kossipo vs sapele guide for an example of similar-looking species.
Grading rules
Grade is the area where most disputes arise. The contract must name the grading rules to be used. For African hardwoods, the main options are:
- SATA rules: the sawn timber rules of ATIBT, the International Tropical Timber Technical Association, with grades such as FAS, No. 1 and No. 2.
- NHLA rules: the National Hardwood Lumber Association rules used in North America, based on clear cuttings, with grades such as FAS, FAS/1F and No. 1 Common.
- Contract specification: a custom specification agreed between buyer and seller, often for decking, sleepers or structural sections.
Our hardwood lumber grades guide explains these grades in more detail.
Dimensions and tolerances
Inspectors measure a sample of pieces in each bundle for thickness, width and length. The contract should state tolerances, for example thickness plus 2 mm minus 0 mm for rough sawn boards, and whether sizes are nominal or actual. For structural sections, check squareness and straightness too.
Measuring volume
Volume is calculated from the measured sizes of each piece or by sampling. Small differences are normal, which is why contracts and letters of credit often allow a tolerance of a few percent. Check whether the volume is calculated on nominal or actual sizes, and whether it is gross or net. See how much timber fits in a 40 ft container.
Moisture content testing
For kiln-dried timber, moisture content is critical. Inspectors use calibrated pin or pinless meters, set for the correct species, and take readings from a sample of boards, at the centre and near the ends. For more accuracy, oven-dry tests can be done on samples. The contract should state the target range, such as 8–12%, and the percentage of boards that must fall within it. See our kiln dried vs air dried lumber guide.
Container loading checks
A good inspection ends at the container. The inspector checks that the container is clean, dry and undamaged, that bundles are well stowed and secured, that moisture absorbers are used if agreed, and that the seal number matches the documents. Photos of each stage of loading, ending with the sealed door, are very useful if questions arise later.
Who can inspect?
- International inspection companies: firms such as SGS, Bureau Veritas and Intertek offer timber inspections in many producing countries.
- Specialist timber inspectors: independent graders who know tropical species and grading rules well.
- Your own staff or agent: some large buyers send their own quality controllers.
Whoever you use, make sure they know the species, the grading rules and your specification, and agree the inspection scope in writing.
Inspection costs
Fees depend on location, scope and the number of containers. A basic inspection with sampling and loading supervision usually costs a small fraction of the value of a container of hardwood. For high-value species or large orders, it is money well spent. Agree in the contract who pays the inspection fee.
The inspection report
A good report includes the order details, species, grade rules used, sample size, measured sizes, defects found, moisture readings, volume, photos of bundles and loading, seal numbers and a clear conclusion. If the timber fails, the report should show why, so the seller can correct it. Use the report to approve shipment, release payment or claim if problems appear later.
Using inspection with a letter of credit
Under a letter of credit, banks check documents only. Add the inspection certificate to the required documents, name the inspection company, and state what the certificate must confirm. This links payment to quality. See our letter of credit for timber guide.
What if the timber fails inspection?
If the inspector finds problems before loading, the seller can regrade, replace boards, redry timber or adjust the volume. This is far cheaper than dealing with a rejected container at the destination. Agree in the contract what happens if the timber fails, including re-inspection costs.
Inspection on arrival
Even with pre-shipment inspection, check the timber on arrival. Open the container in good light, photograph it before unloading, check bundle numbers and moisture, and note any damage on the delivery documents. Report problems quickly, with photos, as most contracts set a short time limit for claims.
Legality checks
Inspectors can also check that logs and bundles carry the correct marks, that export permits and CITES permits are present where needed, and that documents match the timber. This supports your due diligence under EU and US rules. See our EUDR timber compliance and Lacey Act timber imports guides.
Inspecting special products
Some products need extra checks. For decking, check the profile, surface finish, straightness and end-matching, and test a few boards for moisture. For structural beams and sleepers, check sizes, straightness, heart position and any visible splits. For slabs and exotic species, check figure, colour and flatness, and photograph each slab individually. For veneer and plywood, check thickness, glue quality and face grade. Tell your inspector what the timber will be used for, so they focus on what matters to you rather than on a generic checklist.
Planning the inspection
Agree the inspection date with the seller once the timber is graded and bundled, but before loading. Give the inspector the contract, specification, grading rules and packing list in advance. Allow enough time in the schedule for any regrading or replacement if problems are found. For repeat orders, many buyers inspect every container at first and then move to random inspections once quality is consistently good. A clear, friendly relationship between the inspector and the mill also helps: the aim is to ship the right timber, not to find fault.
Keeping records
Keep every inspection report, photo set and moisture log with the shipment documents. Over several orders, these records show trends in quality, help settle any later disputes and support your legality due diligence. They also make it easier to brief a new inspector or a new supplier on exactly what you expect.
Common mistakes
- No grading rules in the contract: the inspector has no standard to apply.
- Inspecting only a few boards: agree a sample size that represents the load.
- Skipping moisture checks: wet kiln-dried timber causes mould and movement.
- No loading photos: claims are harder without evidence.
Our honest advice
For first orders, large volumes and payments by letter of credit, always arrange an independent inspection before shipment. Put the grading rules, tolerances and moisture range in the contract, agree the inspection scope in writing, and ask for full photo reports. It costs little and protects a lot.
Sources
Related guides
- FOB vs CIF timber
- How to import timber from Africa
- Phytosanitary certificate for timber
- Timber supplier scams
- Our export process
Frequently asked questions about timber inspection before shipment
Is pre-shipment inspection necessary for timber?
Not legally, but it is strongly recommended for first orders and large shipments.
Who pays for timber inspection?
It is agreed in the contract; often the buyer pays for an inspector of their choice.
What grading rules apply to African hardwood?
Usually ATIBT SATA rules or NHLA rules, or a custom contract specification.
Can I inspect timber myself?
Yes, if you or your agent know the species and grading rules well.
Arrange an inspected order
Send us your species, specification and preferred inspection company through our quote form. We will plan production and loading around your inspection.