Packaging Machine Factory Acceptance Test Checklist: From Product Trials to Shipment Readiness

Introduction: decide what acceptance means before testing

A packaging machine factory acceptance test, or FAT, is an agreed inspection and trial performed before equipment leaves the supplier's facility. A useful FAT checks the specified machine with representative product and packaging materials, records measurable acceptance results and assigns unresolved items. It should be planned before the machine is ready to ship.

For an overseas buyer, the FAT is an opportunity to clarify problems while the equipment remains accessible to its manufacturer. It also creates a reference for installation, training and later troubleshooting. Watching a short video of a machine running can support that work, but it does not replace defined conditions, traceable samples and a written result.

The checklist below is a proposed procurement framework for sachet, stick pack and bottle filling projects. Adapt it to the purchase specification and the buyer's quality system. It is not a declaration that every COTECH machine has completed these tests, and it does not establish regulatory qualification for a particular industry.

1. Separate FAT, shipment inspection and SAT

Factory acceptance test

The FAT addresses requirements that can reasonably be demonstrated at the supplier's factory. These may include configured equipment, product handling, filling, sealing or capping, controls, changeover and documentation. The supplier and buyer should agree the scope, instruments and acceptance criteria rather than assume they share the same definition.

PMMI's announcement of updated OpX FAT guidance emphasizes shared expectations and communication between equipment suppliers and end users. That principle matters in export projects because the participants may work across different languages, time zones and production practices.

Shipment inspection

Shipment inspection checks whether the accepted equipment, identified change parts, accessories and documents are ready for dispatch. It also addresses preservation, packing and identification. A complete packing list does not demonstrate dosing performance, and a good product trial does not prove that every agreed spare part was loaded.

Site acceptance test

The SAT takes place after installation at the customer's site. It confirms operation under the agreed site conditions, including utilities, upstream product supply and downstream interfaces. Installation checks, operator training and any required process qualification should have defined responsibilities. FAT approval does not eliminate these later activities.

2. Prepare the protocol and evidence rules

Start with the agreed technical specification and purchase scope. List each requirement alongside its test method, acceptance limit, responsible person and evidence. Mark items that cannot be verified at the factory and explain how they will be checked later. This avoids turning an unresolved requirement into an implied pass.

• Machine model, project reference and the exact equipment included in the line.
• Product batch, packaging materials, container and closure identification.
• Dose or fill quantity, pack geometry and required accepted output.
• Run duration, sampling plan and conditions for stopping or repeating a test.
• Instrument identification and appropriate calibration or verification records.
• People authorized to witness results and approve open items.
• Document version, language and the location of the retained evidence.

Agree the sample quantity in advance. Trials may need material for setup, steady running, refills and retained samples. If only a substitute is available, describe the difference and limit the conclusion accordingly. A water test, for example, cannot establish the filling behavior of a foaming lotion.

Use a result sheet that connects each measurement to its condition. Record speed settings, product temperature where relevant, lane or head number and any adjustments. Photographs and video are easier to interpret when they reference the same test identifier as the written data.

3. Inspect the delivered configuration before the run

Confirm that the installed modules match the agreed scope. For a stick pack line, this might include forming and sealing assemblies, dosing units, coding, discharge handling and any specified inspection or secondary packing equipment. For a bottle line, check feeding, filling, closure handling, capping, labeling and collection.

Review the product-contact components against the approved materials list. If a proposal specifies a particular steel grade, hose material or seal compound, ask for the supporting identification agreed in the purchase documents. A stainless-looking surface cannot establish alloy grade or compatibility with the product and cleaning chemicals.

Check change parts for each purchased pack or bottle format. Identify them in a parts list and demonstrate how they are used. A spare nozzle and a format-specific guide are different items; both should be traceable if included. Keep optional future capabilities separate from the equipment being accepted now.

4. Run the product trial under stated conditions

Measure dosing by lane or filling head

Use the intended formulation and packaging components when practical. Sample across each lane or filling head, and distinguish startup, stable running and restart conditions. Confirm the tare method if evaluating net fill weight. Keep individual measurements available instead of relying only on an average shown on a summary slide.

Record both underfill and overfill against the agreed limits. If different bottle or pack sizes are in scope, identify which were tested and which remain conditional. Where a checkweigher is included, verify the reject function and the agreed response to faults without bypassing protective controls.

Observe normal production disturbances

Include reasonable activities such as hopper refill, film roll replacement, bottle replenishment and an authorized stop and restart. These observations help reveal whether an initial tuned condition is repeatable. Define how trial output produced during adjustment is counted and whether it is excluded from accepted production.

For powders, watch bridging, dust and settling. For liquids, observe foaming, stringing, nozzle shutoff and product temperature. These are application checks, not proof of long-term stability or cleaning validation. Record the conditions sufficiently clearly that the customer's team can understand what was demonstrated.

5. Check the finished package, not just the fill

Inspect pack dimensions, seal position, coding legibility and opening behavior. For bottles, examine closure seating, relevant torque or closure specifications, labeling position and product contamination around the neck. The product owner should identify what makes a finished unit acceptable for its packaging design.

For flexible packages, distinguish seal strength from leakage and visual inspection. ASTM F88/F88M describes a seal strength measurement method. The chosen method and pass limits should fit the actual package; a generic force value copied from another film is not a sound acceptance criterion.

If an integrity or leak test is required, agree a suitable separate method with the relevant specialists. Retain both acceptable samples and documented examples of defects. Where transport or shelf-life testing is needed, define it as a distinct activity rather than treating a short FAT run as a substitute.

6. Measure accepted output and record interruptions

Define output as the number of acceptable finished units produced over a stated period. Record rejects, downtime and interventions using agreed categories. Keep the tested product, format and running condition beside the result. A nominal cycle rate and a sustained accepted output answer different purchasing questions.

A transparent calculation example

In a hypothetical trial, a line produces 6,000 units over 60 elapsed minutes, with 120 units rejected. Accepted output is 5,880 units, or 98 accepted units per elapsed minute. This example explains the calculation only; it is not a COTECH performance result or an acceptance target for another project.

If the parties also calculate output per actual running minute, show the relevant running time and interruptions separately. Do not silently remove downtime to make an elapsed-time figure appear better. Agree how warmup, tuning and planned stops are treated before comparing results against a contractual requirement.

A short trial can verify defined functions without establishing long-term availability or wear behavior. Where endurance testing is important, specify its duration and purpose. Keep the scope realistic for the materials available, and identify which longer-term questions will be monitored during site operation.

7. Review controls, safety and changeover

Have authorized personnel demonstrate relevant emergency-stop, guard and alarm responses using an agreed safe procedure. Never create a dangerous condition or bypass an interlock to obtain a test result. Destination-specific safety requirements and formal risk assessment need competent review beyond a buyer's informal checklist.

Check the HMI language, units, recipe identification and access permissions. Confirm how approved settings are saved and restored, and request the agreed backup files. A recorded recipe should be linked to the format and product used in the trial rather than presented as universal for every future batch.

Observe a representative changeover and cleaning-access procedure. Record the start and finish definitions if time is being measured. Identify parts needing tools, lifting or special handling, and ask which tasks require trained maintenance personnel. Cleaning effectiveness remains subject to the customer's documented procedure and any validation it requires.

8. Make a remote FAT usable for the buyer

A remote FAT needs a camera plan and a shared test sequence. Show the machine identification, materials, settings, measurement process and finished output. Use close views for details and a wider view for line behavior. Keep original records available so the buyer can ask questions beyond what a selected video clip shows.

PMMI's virtual FAT guidance highlights preparation and communication for remote inspection. In practical terms, agree who operates the equipment, who records measurements and how a witness requests a pause or repeat. Poor audio and an unreadable scale display can undermine otherwise useful evidence.

Use a shared punch list during the session. Separate items that can be closed with a document, items requiring a repeat trial and items deferred to the site by agreement. A remote signature should refer to specific evidence and conditions, not simply confirm attendance on a video call.

9. Close the punch list and prepare for shipment

Give every open item an owner, action and due date. Classify whether it affects shipment release, requires conditional approval or remains a site task. The commercial agreement should define who may authorize shipment and how outstanding issues are treated. An informal promise in a chat thread is a weak replacement for a controlled record.

Reconcile the machine, change parts, accessories, spares and documents with the packing list. Record identification photographs before and after protective packing. Confirm preservation arrangements for the expected transport and storage conditions. Verify lifting information and crate dimensions against the buyer's unloading and access plan.

Complete installation preparation while the equipment is still at the factory. Check destination voltage and frequency, compressed air, floor layout, service access and connections to other equipment. Specify what the customer, supplier and any local contractor must provide, and keep shipping approval separate from confirmation that the site is ready.

10. Keep a handover record the site team can use

Create a compact index linking the approved protocol, measurements, photographs, configuration drawings, manuals and open-item register. The people installing the machine should be able to find the accepted settings and understand the limits of the trial. Keep the reference version available when commissioning begins.

Identify the tasks that remain after arrival

Assign unloading, placement, connection, inspection and startup responsibilities before the shipment reaches the customer. Confirm which activities need a qualified electrician, maintenance technician or supplier representative. A delivery date is not the same as a production start date, especially where site work is still incomplete.

Compare the received equipment against the packing list and record transport damage promptly through the agreed process. Preserve relevant photographs and identification details. If an issue appears during installation, use the FAT record to determine whether the condition was previously tested or depends on the new site arrangement.

Make training specific to the accepted application

Training should cover normal startup and shutdown, product loading, approved format changes, alarm response and the cleaning-access tasks within the operator's authority. Use the actual purchased configuration and explain which adjustments require technical approval. A general demonstration video may be useful background, but it should not be the only handover resource.

Keep any later changes traceable. If commissioning requires different settings or components, record the reason and repeat the relevant checks. This makes the acceptance evidence useful throughout startup rather than allowing the factory and site versions to drift without explanation.

Frequently asked questions

Who should prepare the packaging machine FAT checklist?

The supplier and buyer should agree it together, using the purchase specification as the reference. Procurement, production, engineering and quality may each contribute different requirements. Name the people authorized to approve results, and avoid discovering acceptance limits for the first time during the demonstration.

Is a video enough to approve a machine?

A video can support approval when it is part of an agreed evidence package. It should be connected to documented conditions, measurements and open items. A brief promotional clip alone cannot show whether all lanes, formats, alarms or purchased modules meet the agreed specification.

Can a FAT use substitute products?

Yes, where the parties agree what the substitute can demonstrate. Identify differences in density, viscosity, foaming, particle behavior and packaging materials as relevant. Record any performance requirements that remain unverified and arrange the necessary confirmation before treating them as accepted.

Does passing FAT mean the line can start production immediately?

No. Installation, utilities, training, SAT and the customer's product release procedures still matter. Site conditions can change performance, especially when upstream supply or downstream collection differs from the factory setup. The handover plan should specify the remaining checks and responsibilities.

What happens if the FAT identifies a failure?

Record the failed requirement, conditions and evidence. Agree corrective action and repeat the relevant test after the change. Do not relabel a failed test as passed simply because shipment is approaching. Shipment decisions should follow the purchase agreement and the authority assigned to the buyer's representatives.

What information helps plan an export machine inspection?

Provide product and pack details, required output, purchased formats, destination utilities and the inspection evidence your team needs. For product-specific preparation, consult the powder stick pack selection guide or the emulsion filling comparison.

Conclusion: turn acceptance into a usable handover

A sound FAT connects the purchased configuration to relevant trials, measurable results and a controlled punch list. Shipment inspection then confirms that the accepted equipment and documentation are ready to travel. SAT confirms operation in the installed environment. Keeping these activities distinct helps an overseas buyer understand the evidence and the remaining work.

Plan the protocol early, prepare representative materials and review installation responsibilities before dispatch. The objective is a machine handover that the customer's production team can use, with clear records of what was tested and under which conditions.