Robot Incoming Inspection Checklist: What to Verify After International Delivery and Before Installation

Your robot has cleared customs and arrived at your facility. The crate looks intact. The next step is not to unbox it and power it on. It is to perform a structured incoming inspection that documents what you received, in what condition, and whether anything is missing or damaged.

This inspection sits between two other stages in the delivery process. Before it is the shipping documentation phase: supplier QC records, packing photos, packing lists, and transport paperwork. Before shipment, Factory Acceptance Testing (FAT) may be conducted at the supplier's facility to verify performance under agreed conditions. After delivery and incoming inspection, Site Acceptance Testing (SAT) is conducted at your facility after installation. Incoming inspection is the bridge between “it arrived” and “it works,” and performing it carefully helps preserve your ability to document and claim shipping damage or missing items. For the broader acceptance-test framework, see FAT and SAT for robot projects.

This article covers what to check, what standards and regulations apply, and what to document before you sign off on delivery.

Why Incoming Inspection Matters

A quality management system such as ISO 9001 includes verification of purchased products, but the specific inspection requirements depend on the organization's procedures, product risk and contractual terms. Incoming inspection is a common element of such a system. The core activities are straightforward:

• Confirm that what was delivered matches what was ordered

• Check packaging integrity and look for transport damage

• Verify product identification (model, serial number)

• Record nonconformities and isolate affected items

For robots specifically, incoming inspection is especially important because of the complexity of the shipment. A robot system may include the manipulator, controller, teach pendant, cables, EOAT (end-of-arm tooling), sensors, batteries, spare parts, and documentation. Missing a cable or a mounting bracket can delay installation by weeks if the part has to be shipped internationally.

What to Check: A Layered Approach

Layer 1: External Crate Condition

Before opening anything, inspect the external packaging:

• Is the crate or case intact? Look for crushing, punctures, water damage, or signs of rough handling.

• Are shipping labels and markings legible? Check for handling instructions (“This Side Up,” “Fragile,” “Do Not Stack”).

• Are shock and tilt indicators present and within acceptable limits? Tilt indicators show whether the shipment was tipped beyond a set angle during transport. Shock indicators (such as SpotSee or similar single-use devices) show whether it experienced impacts above a set G-force threshold. If either has triggered, photograph it immediately and note it on the delivery receipt before signing. A triggered indicator is a screening cue that requires follow-up inspection; it does not by itself prove that the contents are damaged. Conversely, an indicator that has not triggered does not guarantee that the contents are undamaged.

If indicators have triggered, document the status, note it on the delivery receipt, and contact the supplier and carrier before opening the crate. Follow the supplier's and carrier's instructions for damage claims and further inspection.

Layer 2: Documentation Verification

Before unpacking the robot itself, verify the paperwork. A robot shipping documentation pack should accompany the shipment:

• Packing list: Does the packing list match the purchase order? Check every line item, including quantities.

• Certificates and declarations: Are CE declarations of conformity, UL certifications, or other compliance documents included as specified in the purchase order? CE declarations and UL certifications are different compliance evidence: CE declarations address applicable EU directives or regulations, while UL certifications address specific safety standards under a different system. Check which applies to the product and destination country.

• UN 38.3 documentation: If the robot contains lithium batteries for transport, UN 38.3 test summaries should be available.

• Serial number records: Do the serial numbers on the equipment match the documentation? This matters for warranty, traceability, and future recall management.

• Installation and operation manuals: Are they included, and in the correct language?

For a broader engineering-document review beyond arrival paperwork, see the robot technical documentation checklist.

Layer 3: Unboxing and Visual Inspection

Once documentation is verified, proceed to unboxing:

• Robot body: Inspect for scratches, dents, cracks, or deformation. Pay attention to joints, linkages, and mounting surfaces.

• Controller and electronics: Check for loose connectors, bent pins, or signs of moisture intrusion.

• Cables and harnesses: Verify that all cables are present and undamaged. Check connector types against the documentation.

• EOAT and accessories: Confirm that grippers, tools, sensors, and mounting hardware match the packing list.

• Batteries: If batteries are included, check for physical damage, swelling, or leakage. Note the state of charge if indicated.

Do not power on equipment that shows signs of damage. Document the condition, notify the supplier, and follow their instructions.

Layer 4: Battery and Transport Mode

Lithium batteries used in robots (especially mobile robots) are subject to specific transport regulations. UN 38.3, from the United Nations Manual of Tests and Criteria (Section 38.3), defines eight tests for lithium metal and lithium-ion battery transport safety: altitude simulation, thermal test, vibration, shock, external short circuit, impact/crush, overcharge, and forced discharge. Not every test applies to every cell or battery type; the applicable tests depend on the cell or battery type and the relevant test requirements.

These tests are transport safety requirements, not product certifications or a guarantee that the battery arrived undamaged. They are enforced through regulatory chains: IATA Dangerous Goods Regulations (air), IMO IMDG Code (sea), and national regulations. For incoming inspection, verify that UN 38.3 test summaries are available for any lithium batteries in the shipment. Check the battery type, packaging, transport mode and route against the applicable requirements at the time of shipment.

For incoming inspection, the key points are:

• Verify that UN 38.3 test summaries are available for any lithium batteries in the shipment

• Check whether batteries are shipped in a transport or isolation mode and note the state of charge if indicated. Transport or isolation mode is a manufacturer-specific setting; it does not necessarily mean a reduced state of charge, and the relationship between the two depends on the model and supplier documentation

• Confirm whether the supplier specifies any restrictions on charging or powering on after delivery

• Do not attempt to charge or use a battery that appears damaged or swollen

Layer 5: Storage and Environmental Conditions

If the robot will not be installed immediately, verify storage requirements:

• Temperature and humidity ranges specified by the supplier

• Battery storage instructions (some batteries require periodic charging during storage)

• Whether the robot should remain in its transport packaging until installation

• Any time limits on storage before specific maintenance or inspection is required

Shock and Tilt Indicators: What They Tell You

International shipments often include disposable shock and tilt indicators attached to the crate. These are not precision instruments, but they provide a screening cue that requires follow-up inspection when triggered:

• Tilt indicators activate when the crate is tilted beyond a set angle (commonly 45 or 80 degrees). If activated, the shipment may have been on its side or upside down during transport.

• Shock indicators activate when the crate experiences an impact above a set G-force threshold. If activated, internal components may have been stressed even if the external packaging looks fine.

If either indicator has triggered, document it with photos, note it on the delivery receipt, and contact the supplier before proceeding. A triggered indicator means further inspection is needed; it does not prove that the contents are damaged. Likewise, an untriggered indicator does not guarantee that the contents are undamaged.

Manufacturer Inspection Guidance

Some robot manufacturers provide installation and inspection guidance for their products. Follow the specific unboxing, lifting, storage, and installation instructions for the model you received, rather than assuming a universal procedure. Equipment that is not inspected and installed according to the manufacturer's instructions may experience unplanned stops or affect warranty coverage. Check the manufacturer's documentation for the required inspection steps and intervals.

What to Document

For every incoming inspection, create a record that includes:

• Date and location of inspection

• Names of inspection personnel

• Purchase order number and packing list reference

• Serial numbers of all received equipment

• Condition of external packaging (photos if damaged)

• Shock and tilt indicator status (photos if triggered)

• Items received versus items ordered (note any discrepancies)

• Condition of each major component (photos of any damage)

• Battery status and transport mode confirmation

• Any deviations from expected condition

• Signature of the person accepting delivery

This record serves three purposes: it supports warranty claims, it establishes the baseline condition before installation, and it provides traceability if issues arise later.

What Incoming Inspection Is Not

It is not a performance test. Incoming inspection verifies that you received the right items in acceptable condition. It does not confirm that the robot performs to specification. Performance verification happens during FAT (Factory Acceptance Test) or SAT (Site Acceptance Test).

It is not authorization to modify or repair. If you find damage, document it and follow the supplier's process. Do not attempt to repair damaged equipment yourself. Opening sealed components or making unauthorized repairs may void the warranty.

It is not a claim deadline. Claim windows for shipping damage are set by the contract, transport terms (Incoterms), insurance, and applicable law, not by a universal rule. Do not assume a fixed 14-day or 30-day window. Check the specific terms in your purchase agreement, shipping contract, and insurance policy, and record and notify damage promptly to preserve your rights.

What to Ask Your Supplier

• What should the packing list include, and in what format?

• How are serial numbers assigned and tracked? Can we verify them against a supplier database?

• Are shock and tilt indicators included on shipments?

• What is the battery shipping state (SOC, transport mode)?

• Are there restrictions on charging or powering on after delivery?

• What are the storage temperature and humidity requirements if installation is delayed?

• What is the process and deadline for filing shipping damage claims?

• Are UN 38.3 test summaries provided for lithium batteries?

• What accessories and spare parts should be included with the initial shipment?