Checklist · Factory execution
Factory acceptance test checklist (PDF)
Last updated
Sinospect supplies industrial equipment from China as the principal and runs this FAT as its own release gate; it also witnesses a FAT for equipment you buy direct. Send your FAT plan for review →
A factory acceptance test, or FAT, is one of the last practical opportunities to confirm that industrial equipment meets the purchase specification before it leaves the supplier’s factory. For China-sourced equipment, the FAT should not be treated as a supplier presentation or a simple “machine running” demonstration. It should be a controlled procurement hold point with defined acceptance criteria, equipment identification checks, witnessed tests, documented results, non-conformity follow-up and a clear release or hold decision.
For broader background, see Sinospect’s guide to factory acceptance testing and the explainer what is a factory acceptance test? This checklist is the working artefact; the process that surrounds it, from protocol approval to the running order on the day and the release decision, is covered in the factory acceptance testing guide.
The factory, site and integration acceptance tests around this checklist, FAT, SAT and SIT, are formally defined for process-automation systems in IEC/ANSI/ISA 62381 (and the ISA-105 commissioning series), while the specific tests a given unit must pass come from its own category standards (IEC, ASME, API or IEEE). For what changes between the factory test and the site test — and how to split the two in the contract — see FAT vs SAT.
When to use this FAT checklist
Use this checklist when buying custom, semi-custom, engineered or project-specific industrial equipment from a Chinese supplier. It is especially useful when:
- The equipment has custom specifications, drawings, performance requirements or configuration options.
- The buyer cannot send their own team to the factory.
- The equipment is expensive, bulky, difficult to return or costly to rework after arrival.
- The supplier must complete corrective actions before packing or shipment.
- The FAT result will decide whether the order is released, held or partially accepted.
- A later pre-shipment inspection checklist will be used to confirm final packing, marking, quantity and shipment readiness.
A FAT checklist should be agreed before the FAT date. It should not be written only after the inspector arrives at the factory. For HV equipment — transformers, switchgear, HV cables — the agreed test plan should also state how partial discharge testing during FAT is witnessed and accepted.
Printable factory acceptance test checklist
The twelve sections below can be copied into a project file, inspection request, supplier communication or FAT report template. Each section closes with a procurement-control point: the principle a buyer should not let the supplier compromise.
Before FAT is scheduled
Confirm that the supplier is actually ready for FAT before sending an inspector, buyer representative or third-party witness to the factory.
- Supplier confirms equipment assembly is complete.
- Supplier confirms FAT can be performed on the exact equipment ordered.
- Equipment is available at the factory and not already packed.
- Utilities, test media, fixtures, loads or simulation setup are available as agreed.
- Required measuring instruments and test equipment are available.
- Supplier confirms test personnel will be present.
- Buyer-approved drawings and specifications are available at the factory.
- FAT procedure and acceptance criteria are agreed before the test date.
- Inspection access, photo permission and document access are confirmed.
- Supplier agrees that open critical or major non-conformities may block release.
- FAT is scheduled before final packing and dispatch, with time for agreed corrective work. Shipment may be booked earlier; FAT gates payment only where the contract expressly makes it a payment condition.
Documents to request before FAT
Request the FAT document set before the test. Missing documents often cause weak FAT execution because the inspector has nothing objective to verify against.
- Purchase order and technical specification.
- Approved general arrangement drawings.
- Approved electrical, hydraulic, pneumatic or control drawings, if applicable.
- Bill of materials or key component list.
- Inspection and test plan, if used.
- FAT procedure or test protocol.
- FAT acceptance criteria.
- Nameplate data or nameplate artwork.
- Calibration certificates for measuring instruments used during FAT.
- Material certificates, welding records, NDT records or pressure-test records, if contractually required.
- Key bought-out component certificates or datasheets.
- Software, PLC, HMI, firmware or configuration version information, if applicable.
- Packing list draft.
- Spare-parts list.
- Operation and maintenance manual draft, where required by the purchase order.
- Previous non-conformity reports or corrective-action records related to the equipment.
Test plan and acceptance criteria
Agree what will be checked, the method and the acceptance criteria before FAT. If a criterion is missing, preserve the observed result and identify the missing basis; leave the conformity conclusion undetermined until the authorised criteria and review are recorded.
- FAT scope is defined.
- Each test has a measurable acceptance criterion.
- Critical performance parameters are included.
- Required test duration is defined.
- Test conditions are defined.
- Load, no-load, simulation or utility conditions are specified where relevant.
- Instruments used for measurements are identified.
- Sampling method is defined for multiple units.
- Retest rules are defined for failed items.
- Criteria for release, conditional release and hold are agreed.
Equipment identification and serial numbers
Before witnessing any test, confirm that the equipment being tested is the equipment ordered.
- Manufacturer name matches purchase records.
- Buyer name, project number or order reference is confirmed, if applicable.
- Equipment model matches the purchase order.
- Serial number is present and recorded.
- Nameplate data matches the agreed specification.
- Tag numbers match drawings or project list.
- Quantity of units matches order or FAT scope.
- Key component serial numbers are recorded where required.
- Motors, pumps, sensors, PLCs, drives, instruments or other key components match the approved list.
- Drawing revision used during FAT is recorded.
- Equipment configuration matches the approved option list.
Visual and dimensional checks
Visual and dimensional checks confirm that the equipment is complete, correctly built and consistent with the approved design before functional testing.
- Overall equipment layout matches the approved drawing.
- Main dimensions match the approved drawing or tolerance table.
- Mounting points, anchor holes, flanges, interfaces or connection points are checked.
- Material, finish and surface treatment match the specification.
- Weld appearance is checked where applicable.
- Paint or coating condition is checked for visible defects.
- Fasteners, guards, covers, doors and panels are present.
- Cable, hose and pipe routing is visually checked.
- Labels, warning plates, flow-direction marks or terminal marks are present where specified.
- Accessibility for maintenance points is checked against specification, where applicable.
- No visible damage, deformation, corrosion, missing parts or poor workmanship is observed.
- Any cosmetic or workmanship defects are photographed and recorded.
Functional test witnessing
Functional test witnessing is the core of FAT. The purpose is to verify agreed functions and performance against the FAT procedure, not only to see the machine run.
- FAT starts with confirmed equipment identification.
- Test setup is recorded.
- Test conditions match the agreed FAT procedure.
- Supplier performs each test in the agreed sequence, where required.
- Inspector witnesses the test directly.
- Actual measured values are recorded, not only pass / fail results.
- Key functions are demonstrated.
- Control panel, HMI, indicators and alarms are checked where applicable.
- Start, stop, reset, changeover and operating modes are checked where applicable.
- Interlocks or protection functions are checked where specified.
- Leakage, pressure, speed, temperature, vibration, noise or output values are checked where specified.
- Test duration meets the agreed procedure.
- Abnormal interruptions, resets, alarms or supplier adjustments are recorded.
- Deviations from the FAT procedure are documented.
- Failed test items are retested only after corrective action is completed.
Safety, accessories and spare-parts checks
This section confirms that specified safety-related features, accessories and spare parts are present before release.
- Specified guards, covers, barriers or protective devices are installed.
- Emergency-stop devices are present where specified.
- Safety labels or warning plates are present where specified.
- Electrical cabinet layout and labelling are checked against drawings, where applicable.
- Grounding, cable marking or terminal marking is checked where specified.
- Accessories listed in the purchase order are present.
- Tooling, fixtures, change parts, connectors or adapters are present where ordered.
- Spare-parts list matches the purchase order or contract.
- Spare parts are physically checked, counted and photographed where possible.
- Consumables or wear parts included in the order are identified.
- Certificates or declarations required by the buyer are available.
Documentation and test-record review
The FAT report should contain objective records the buyer can use for release control and future reference, not just a supplier statement that the equipment passed.
- FAT report includes equipment model and serial number.
- FAT report includes purchase order or project reference.
- Test date, location and attendees are recorded.
- Test procedure revision is recorded.
- Drawing revision is recorded.
- Actual measured values are included.
- Instrument details or calibration references are included where relevant.
- Photos show nameplates, full equipment view, key components and test setup.
- Videos are labelled or organised by test item where useful.
- Non-conformities are listed with status.
- Open items are clearly identified.
- Supplier comments are separated from inspector findings.
- The release decision (release, conditional release or hold) is recorded with the party authorised to make it.
Non-conformity handling
FAT non-conformities should be handled formally. The supplier may suggest fixing issues later, but the buyer needs clear records and objective closure evidence.
- Each non-conformity is described clearly.
- Each non-conformity is linked to a specification, drawing, order requirement or FAT criterion.
- Each issue is classified by severity: critical, major or minor.
- Photos, videos or test records support the finding.
- Supplier response is recorded.
- Corrective-action owner is identified.
- Target completion date is agreed.
- Retest requirement is defined.
- Open non-conformities are included in the release / hold decision.
- Major or critical items are closed only by the party the contract or a written delegation authorises; accepting one without correction needs the buyer’s written approval.
Corrective-action evidence
Corrective action is only useful when the buyer can verify it. Evidence should show that the specific issue was corrected on the specific equipment being purchased.
- Corrective action is linked to the original non-conformity.
- Supplier explains the correction made.
- Before-and-after evidence is provided where applicable.
- Corrected area is photographed with equipment ID or context.
- Failed functional test is repeated after correction.
- Retest results are recorded with actual measured values.
- Updated drawings, documents or records are provided if changes were made.
- Corrective action is verified by buyer, inspector or authorised representative.
- Non-conformity status is updated to open, closed or conditionally accepted.
- Remaining open items are listed before release decision.
Release or hold decision
The FAT should end with a clear procurement decision based on evidence, not on supplier pressure, shipment urgency or balance-payment timing.
- All critical FAT items passed.
- All major non-conformities are closed or formally accepted by buyer.
- Minor open items are listed and accepted by buyer, if any.
- Required documents are complete or open items are listed.
- Accessories and spare parts are verified or exceptions are listed.
- Corrective-action evidence has been reviewed.
- Buyer release condition is documented.
- Supplier is instructed whether to pack, hold, rework or retest.
Post-FAT document pack
After FAT, the document pack below should be complete before final packing or shipment is authorised. It should gate a payment only where the contract expressly makes FAT evidence a payment condition.
- FAT report.
- Signed or acknowledged test record.
- Equipment identification record.
- Nameplate photos.
- General equipment photos.
- Key component photos.
- Functional test photos or videos.
- Measurement records.
- Calibration certificates for test instruments, where relevant.
- Non-conformity list.
- Corrective-action evidence.
- Retest evidence, if applicable.
- Updated drawings or as-built documents, if applicable.
- Packing list draft.
- Spare-parts verification record.
- Open-item list, if any.
- Final release / hold recommendation.
Severity classification: non-conformities
Critical
Equipment cannot meet essential specification, safe handling requirement or agreed core function.
Recommend hold; the contract-assigned party decides release subject to applicable safety and legal requirements.
Major
Equipment may function, but a required specification, test result, component or document is missing or failed.
Recommend hold until corrected and verified, or a permitted deviation is approved by the authorised party.
Minor
Issue does not affect agreed core function or shipment risk, but should be corrected or documented.
Recommend conditional release only with the required approval and recorded closure conditions.
What buyers should not accept as sufficient FAT evidence
The following evidence may be useful as supporting material, but it should not be accepted as sufficient proof of FAT completion on its own.
Short video of equipment running.
Why it is not sufficient · Does not prove the exact unit, test conditions, duration or acceptance result.
Supplier statement saying “FAT passed”.
Why it is not sufficient · No independent evidence, measurements or traceability.
Photos without nameplate or serial number.
Why it is not sufficient · Cannot confirm the photographed unit is the ordered equipment.
Internal QC checklist with only pass / fail marks.
Why it is not sufficient · Does not show actual values, test conditions or buyer criteria.
Test records without instrument details.
Why it is not sufficient · The readings cannot be traced to a calibrated instrument or repeated under the same conditions until the instrument is identified.
Certificates for a different model or batch.
Why it is not sufficient · Not traceable to the equipment being purchased.
“We will fix before shipment” message.
Why it is not sufficient · No closure evidence or retest proof.
Packed equipment photos after FAT issues.
Why it is not sufficient · Packing does not prove non-conformities were closed.
Old drawings or outdated specifications.
Why it is not sufficient · FAT may be performed against the wrong revision.
Verbal explanation from supplier staff.
Why it is not sufficient · Not usable as release evidence or later claim support.
The buyer should require traceable, dated, equipment-specific evidence. For important orders, a third-party FAT witness can reduce the risk of accepting incomplete or misleading supplier evidence.
Common FAT red flags in China-sourced equipment
These red flags are warning signs, not automatic grounds for rejection. Each one should trigger closer control before release.
Supplier wants to schedule FAT before the test plan is agreed.
Why it matters · The FAT may become a demonstration instead of an acceptance test.
Supplier refuses to share drawings, test records or calibration documents.
Why it matters · The inspector may not be able to verify objective requirements.
Equipment has no serial number or unclear identification.
Why it matters · FAT evidence may not be traceable to the shipped unit.
Supplier proposes moving a contractual test the factory can perform to site, without written approval.
Why it matters · The factory evidence is lost before shipment. Tests that genuinely depend on site conditions should already be assigned to SAT or commissioning in the agreed plan.
Only no-load testing is offered despite performance requirements.
Why it matters · Core functional risk may remain unverified.
Supplier changes components without buyer approval.
Why it matters · Equipment may not match the agreed specification.
The factory runs a test the plan requires to be witnessed before the witness arrives and offers only the records.
Why it matters · The witnessed evidence is missing unless the test is repeated in front of the witness; earlier factory runs remain valid preparation.
Measured values are not recorded.
Why it matters · The report cannot prove compliance against acceptance criteria.
Supplier asks for release with open major issues.
Why it matters · Corrective action may be delayed until after shipment.
Accessories or spare parts are “not ready yet”.
Why it matters · Installation or commissioning delays may occur after delivery.
Equipment is already packed before FAT.
Why it matters · Visual, identity and functional checks may be blocked.
Supplier pressure is tied to vessel booking or balance-payment deadline.
Why it matters · Commercial urgency may compromise technical release control.
A strong FAT process identifies these issues before the equipment is released, while a weak process discovers them only after shipment.
FAT and pre-shipment inspection: how they work together
A factory acceptance test and a pre-shipment inspection are related, but they are not the same. A factory acceptance test checks whether the equipment meets agreed technical, functional and documentation requirements before release; it focuses on performance, configuration, identity, test records and non-conformity closure. A pre-shipment inspection checks whether the final goods are ready to ship; it focuses on quantity, packing, marking, loading readiness, visible condition, shipment documents and final order conformity. When an order needs both gates — and the production controls that precede them — is the argument of pre-shipment inspection or an accountable supply model.
Where an order includes both a FAT and a pre-shipment inspection, a workable control sequence is:
- Agree FAT scope and acceptance criteria.
- Conduct FAT before final packing.
- Record non-conformities and corrective actions.
- Verify corrective-action evidence.
- Record the authorised release, conditional release, hold or retest decision.
- Conduct pre-shipment inspection after final packing is complete.
- Authorise shipment only when FAT and PSI evidence support release.
A pre-shipment inspection should not be used as a substitute for FAT when the equipment has custom performance requirements. By the time equipment is packed, some functional tests may be difficult or impossible to witness properly. When the buyer wants this step run on their behalf, Sinospect offers pre-shipment inspection in China. For shipment-readiness planning, use Sinospect’s pre-shipment inspection checklist.
What Sinospect checks during a China FAT
When Sinospect supplies the equipment from China as the principal, the agreed FAT forms part of its own quality gate. The factory’s final balance is released only once that gate is cleared. Deposits or verified production-milestone payments may precede that gate under the supply contract. For buyers who contract directly with the factory, Sinospect provides a bounded FAT assignment; the buyer retains payment, deviation and final-acceptance decisions. During a FAT engagement, Sinospect can verify whether the supplier is ready before the visit, whether the equipment being tested matches the purchase order and approved configuration, whether the agreed FAT procedure is followed, whether functional tests are witnessed with measured values rather than vague pass / fail statements, whether visual, dimensional, accessory, spare-parts and documentation checks are completed, whether non-conformities are documented with clear evidence, whether corrective actions are verified before release, and whether the buyer should release, conditionally release, hold or require retesting.
To turn the checklist into an assignment, agree the equipment and protocol, the required inspector, engineer or specialist discipline, factory access and instrument requirements, and the report and retest scope. The factory acceptance testing in China service explains how these inputs define the attendance and evidence package. For an order supplied by Sinospect, see the supply model. For examples covering findings, required evidence, decision authority and close-out, review the field notes.
Related services and resources
Service · Factory acceptance testing in China
Sinospect records FAT results and non-conformities, then recommends hold, re-test or release. The buyer retains final acceptance, and the shipment decision on a direct order; on an order Sinospect supplies, Sinospect also applies its own factory-payment gate.
OpenResource · Factory acceptance testing guide
Background guide to FAT scope, the four phases of factory inspection and where this checklist fits in the project timeline.
OpenResource · What is a factory acceptance test?
Definition, attendees, what is tested, and how FAT differs from SAT and commissioning.
OpenResource · Can an independent engineer attend the FAT for me?
What to require when you delegate the visit: who controls the agenda, how a structured remote witness differs from a supplier-led video call, and what the evidence pack must contain.
OpenResource · Pre-shipment inspection checklist
Use after FAT closes to verify shipment readiness: packaging, marking, serial-number match, documentation.
OpenResource · Document control method
Per-stage method that turns the FAT document pack, and every other supplier record, into a controlled, retrievable file through handover.
OpenResource · Factory acceptance test vs site acceptance test
A FAT checklist is run at the supplier’s factory before shipment; a SAT checklist is run at the buyer’s site after installation. How the two acceptance tests differ.
OpenResource · Partial discharge testing at FAT
When partial-discharge (PD) testing belongs in the FAT for high-voltage equipment such as switchgear and transformers, and what a credible PD result records.
OpenResource · China FAT and PSI defect-pattern control guide
Qualitative guidance for document, certificate, build, function, packing, marking, quantity, spares and close-out checks before shipment.
OpenResource · Supplier technical file checklist
The documents to assemble and verify before import — the technical file a FAT is checked against.
OpenResource · Field notes
Three field records showing how technical follow-up, acceptance evidence and shipment-readiness decisions were documented.
OpenFrequently asked questions
What is included in a factory acceptance test checklist?
A FAT checklist should include supplier readiness, document review, test plan confirmation, acceptance criteria, equipment identification, serial-number checks, visual and dimensional inspection, functional test witnessing, accessory and spare-parts checks, documentation review, non-conformity handling, corrective-action evidence, release / hold decision, and the final FAT document pack.
When should the FAT checklist be agreed with the Chinese supplier?
The FAT checklist should be agreed before the FAT date is scheduled. The buyer should confirm the FAT scope, required documents, test conditions, acceptance criteria and release rules before sending a representative or third-party inspector to the factory.
What documents should a buyer request before FAT?
The buyer should request the purchase order, technical specification, approved drawings, approved component list, FAT procedure, acceptance criteria, inspection and test plan, calibration certificates, nameplate information, spare-parts list, packing list draft, and any contractually required material, welding, NDT, pressure-test or component records.
What should happen if the equipment fails FAT?
Failed FAT items should be recorded as non-conformities. The supplier should provide corrective action, and the buyer should require evidence of closure. For functional failures, the relevant test should usually be repeated. For major or critical issues, recommend hold until correction is verified or a permitted deviation is approved by the authorised party. The contract assigns the release decision; buyer specification deviations still require the buyer’s approval.
FAT working resources
Practical resources for this stage, available without an email gate.
The FAT is one gate in the order
Order failures can start before the factory visit: an offer that drifts from the requirement, or a manufacturer whose claims need proof. These services act before the test date.
- China supplier evaluation
Identity and capability findings from a desk check, with video verification and factory audit options.
- Supplier due diligence before you pay
Both entities, the payment instructions, the negotiator and the capability evidence, in a report four business days after payment and the last document.
- Buy from Sinospect
Sinospect supplies the equipment as your counterparty, and the FAT becomes Sinospect’s own release gate.
Need FAT support at a Chinese supplier’s factory?
Send the equipment scope, the supplier’s inspection and test plan if it exists, and the FAT window. Sinospect acknowledges the request within one business day. When the file is sufficient, the initial written assessment follows within two business days with the witnessing approach, the document pack the buyer should expect, the team that would attend and a quotation.