A practical acceptance and documentation review for centrifugal fans, axial fans, boiler fans and industrial exhaust equipment before dispatch.
Approve the actual equipment and its documents-not just the quotation.
For an overseas industrial fan order, a quotation approval is not the same as shipment approval. Before a fan leaves the manufacturer, the buyer should compare the actual finished equipment with the approved duty point, technical documents, electrical configuration and installation requirements. This reduces the risk of receiving a mechanically correct fan that cannot be connected, powered or accepted at the project site.
The checklist below is intended for procurement teams, project engineers and importers. It identifies what to request and cross-check; it does not claim that every inspection, witness test or certificate is included automatically in every QIYUE FAN order. Inspection scope, test methods, acceptance limits and supplied documentation should be agreed for the specific project.
Freeze the Approved Technical Baseline
Begin with the latest approved documents, not an early quotation screenshot. Create a simple revision register so the inspection team knows which values and drawings govern acceptance.
- Approved fan model, size, quantity and operating application.
- Required airflow at the duty point, with units such as m³/h or CFM.
- Required fan static pressure or total pressure, with the basis and units clearly stated.
- Gas type, normal and maximum temperature, dust, moisture and corrosion conditions.
- Fan speed, motor power, voltage, frequency, phase and starting or VFD requirements.
- Fan rotation, outlet angle, drive arrangement and approved general arrangement (GA) drawing.
When the quotation, datasheet, performance curve and GA drawing contain conflicting values, record the discrepancy and obtain engineering clarification before shipment release. For a related example of cross-document mismatches, see the industrial fan technical documentation checklist.
Verify the Finished Fan Against the Approved Configuration
Use the approved GA drawing and purchase-order configuration as the reference. A fan with the correct model designation can still have the wrong outlet angle, motor position or foundation-hole arrangement for the site.
| Checkpoint | Evidence to Review | Common Risk |
|---|---|---|
| Model and quantity | Equipment ID, purchase order, packing list | Missing unit or wrong configuration |
| Inlet and outlet | Measured dimensions, flange orientation, GA drawing | Duct connection mismatch |
| Rotation and discharge | Photos with documented viewing convention and angle | Wrong-handed fan or outlet position |
| Base and drive | Foundation dimensions, belt/coupling arrangement, guards | Installation or service-clearance conflict |
| Materials and coating | Approved material/coating specification, applicable records | Unsuitable construction for medium |
For existing-equipment replacements, compare inlet/outlet connections, base dimensions and maintenance access with the site drawing. Refer to the industrial fan GA drawing guide for the critical interfaces.
Check Mechanical Inspection and Agreed Testing Records
Depending on the fan design and the inspection and test plan (ITP), the buyer may request evidence of impeller balance, assembly checks, dimensions, rotation verification, a running check, vibration readings or other project-specific inspections. The required test procedure, operating conditions, measurement points and acceptance criteria must be agreed in advance.
Ask the supplier to identify the actual fan serial number or equipment ID on every relevant record. A generic sample report does not demonstrate that the finished project fan passed the agreed test.
Do not treat a factory no-load running test as proof that the fan will deliver its specified airflow and pressure at the site operating point. Aerodynamic duty must be supported by an appropriate performance basis, and final installed performance depends on the complete duct system. See the fan performance curve guide.
Match the Motor and Electrical Supply
For export orders, electrical mismatches are expensive to discover during commissioning. Check the supplied motor nameplate against the approved motor datasheet and local project power supply.
- Rated voltage, frequency, number of phases and motor power.
- Rated motor speed, fan running speed and any belt ratio or VFD operating requirement.
- Enclosure/protection and insulation requirements specified by the project.
- Starting method, site electrical compatibility and any project-specific approvals.
Do not assume that a fan selected at 50 Hz can use the same motor and performance curve unchanged at 60 Hz. The speed, absorbed power and mechanical limits need separate review. Read the 50 Hz/60 Hz industrial fan motor guide.
Inspect Nameplates, Packing and Shipment Identification
Before dispatch, request readable photos showing the actual fan, motor and any separate packed components. Match all labels to the packing list and purchase order. Where components are separated for shipment, identify their relationship to the main fan assembly and verify the reassembly information.
Confirm the agreed packing method is appropriate for the intended transport route, lifting/handling conditions and storage period. If weather protection, moisture control, shaft restraint, special timber requirements or container loading photos are needed, state them in the purchase order rather than assuming they are standard.
Review the Final Document Package
The final documentation should correspond to the equipment actually shipped, not merely the design-stage proposal. Request the applicable revision-controlled package agreed under the contract.
Suggested final handover index
- Final fan datasheet and approved/as-built GA drawing.
- Performance curve or engineering duty confirmation basis.
- Motor identification and relevant motor documentation.
- Agreed inspection, balance or running-test records (if contracted).
- Nameplate photographs, packing list and spare-parts identification.
- Operating/maintenance information and applicable conformity documents (only for confirmed scope).
- Resolved deviation list and final drawing/document revision register.
Record Acceptance or Hold Points Before Release
Agree who will review and release the inspection package. If third-party inspection or a witnessed test is required, define the notification period, scope and acceptance criteria before production completion. Mark each item as accepted, conditionally accepted or on hold; do not leave major technical differences buried in email chains.
Example: The approved fan curve lists one speed but the supplied motor nameplate shows another. The correct next action is to verify the fan drive ratio, actual operating speed and performance basis-not to release the fan solely because the motor power is similar.
Buyer FAQ
Does every industrial fan order need a factory acceptance test?
No single test scope applies to every order. The required inspection, performance verification and witness activities depend on fan design, application, contractual specification and agreed ITP. Establish the scope before shipment.
Can a nameplate photo replace the final datasheet?
No. A nameplate is useful for identification, but it does not by itself prove the aerodynamic duty, complete mechanical arrangement or contractual test results.
What if the motor is rated for a different frequency?
Hold acceptance until the supplied voltage/frequency, actual fan speed, fan curve and absorbed power have been reviewed against the project requirement.
Should packing and spare parts be checked before dispatch?
Yes. Compare the physical shipment with the approved scope, packing list and spare-parts schedule, and confirm identification of any separately packed assemblies.
What should overseas buyers send before requesting an inspection plan?
Provide the fan model or technical duty, quantity, application, destination, expected test documents, witnessed inspection requirement, planned shipping method and any project acceptance standards.
Request Project-Specific Fan Documentation
QIYUE FAN can review the technical scope, approved configuration and project-specific inspection and handover documents. Please send your RFQ, duty point, GA requirements, motor supply, quantity and destination for confirmation.
Note: This guide is a procurement checklist, not a substitute for the approved purchase order, project specification, inspection and test plan or applicable safety and conformity requirements.