What Is Surveillance?
Quality surveillance is the independent assessment of whether the traded goods conform to the specification set out in the contract. The assessment combines visual examination, measurement and analysis of samples.
Why Is It Done?
The aim is to resolve quality disputes before shipment, or to provide an impartial determination when a dispute has arisen.
Who Requests It?
- Importers and exporters
- Retail chains and brand owners
- Commodity traders
- Insurance companies
- Parties involved in arbitration and adjudication processes
Scope of Surveillance
- Determination of the specification and contractual quality criteria
- Sampling in accordance with the sampling plan
- Visual inspection and defect classification
- Dimension, colour, surface and function check
- Determination of parameters requiring laboratory analysis
- Sample sealing and retention of a witness sample
- Calculation of the defect rate
- Comparison against specification tolerances
Related Standards
- ISO/IEC 17020
- ISO 2859-1
- ISO 3951-1
- ISO/IEC 17025 (for the analysis component)
Method and Equipment
- Sampling and sealing equipment
- Product-specific measuring and inspection instruments
- Colour comparison charts and light booth
- Moisture meters and handheld analysis devices
- Photographic recording equipment
Surveillance Process
- 1Appointment and InstructionsThe survey instruction is received in writing: scope, method to be applied, sampling plan, specification and reporting expectations are clarified. The scope of the instruction also sets the limits of the report.
- 2Collection of Shipment DataContract or letter-of-credit terms, the proforma invoice, the packing list and earlier analysis reports are reviewed; the date and place of the survey are planned.
- 3Site PreparationThe surveyor attends the location; warehouse, terminal or vessel conditions and the suitability of weighing and measuring equipment are assessed.
- 4Carrying Out the SurveyQuantity determination, sampling, inspection and the required measurements are performed by the defined method; every step is documented with photographs and records.
- 5Sample HandlingWhere samples are taken they are sealed, labelled and distributed between the parties; a witness sample is retained. If analysis is required, samples are dispatched to the laboratory.
- 6Recording of FindingsAny nonconformity, damage or shortage found is recorded on the spot and reported to the principal.
- 7ReportingThe survey report is issued; its scope and the time and place of the survey are stated explicitly. Where a letter of credit so requires, a survey certificate is issued in the format demanded.
Surveillance Report
- Details of the survey company, the surveyor and the principal
- Date, time and place of the survey
- Description of the goods, batch/lot and reference documents
- Survey method applied and the sampling plan, if any
- Measurement and weighing results, equipment used and its calibration data
- Condition of packaging, marking and stowage
- Nonconformities, shortages or damage found
- Photographic records
- Sample seal numbers and retention details
- Statement of the limits of the survey's scope
- Specification and quality criteria applied
- Sampling plan and number of samples
- Defect classification and counts
- Laboratory analysis results (if performed)
- Sample seal numbers
Limits of the Report
Quality survey is sampling-based: the result represents only the samples taken and does not provide absolute assurance for the entire lot. Furthermore, the surveyor assesses only the criteria defined in the instruction; the report says nothing about a characteristic not included in the specification. Parameters requiring laboratory analysis are performed at an accredited laboratory under ISO/IEC 17025 scope, and the result is provided in a separate test report.
Accreditation
Surveillance activities are carried out under ISO/IEC 17020, which requires the impartiality of the survey body, the competence of its personnel and the validity of the survey methods. The impartiality rule is decisive: a survey body may not be a party to the trade in, or the manufacture of, the goods it surveys. EUROLAB holds internationally recognised accreditation under ISO/IEC 17020, granted by accreditation bodies that are signatories to the ILAC mutual recognition arrangement; because accredited scope is defined per type of surveillance, it is confirmed in writing at the quotation stage.
Scope and authorisationsRelated Surveillance Services
Frequently Asked Questions
Can quality survey be performed without a specification?
It is difficult. The surveyor conducts the assessment against a standard or contractual specification; without a criterion, the assessment becomes subjective. In this case, the parties should at least agree on a reference sample or an industry standard.
What is the purpose of a witness sample?
If a dispute later arises between the parties, the sealed witness sample can be re-analysed at an independent laboratory. For this reason, sample sealing and the retention period are an integral part of the survey.
Is the surveillance report a quality guarantee?
No, it is not. The report documents the condition found at the time and place of the survey. Changes the goods undergo during subsequent transport, handling and storage are outside the scope of the report, and the surveillance body is not responsible for them.
How is the surveyor's independence ensured?
Surveillance is carried out under ISO/IEC 17020, which requires impartiality and the prevention of conflicts of interest. The surveillance body cannot be a party to the buying or selling of goods it surveys.
How long does it take to issue the report?
Preliminary findings are communicated the same day the fieldwork is completed. The final report depends on the arrival of laboratory results if analysis is required; the timeframe is specified in writing at the quotation stage.