Before any rice consignment leaves for the port, we run the same inspection routine on every lot: random sampling across the stack, physical checks of grain length, brokens, moisture and defect counts against the contract, a cooking test for basmati, bag-by-bag packing verification, and a final container check at stuffing with a full photo record. The buyer receives the inspection summary and photos before the vessel sails, and third-party inspection is always welcome.
Why we inspect every lot ourselves
Rice is sold on paper specifications, but it is accepted or rejected at a port thousands of kilometres away, weeks after it left our hands. A quality dispute at destination is expensive for everyone - demurrage, re-testing, renegotiation, and a damaged relationship. So we treat inspection as the point where problems are cheapest to fix, and we do not rely on the mill's own certificate alone. Our team checks the lot against the contract before it is packed, again when it is packed, and once more when it goes into the container. The procedure below is our standard working method for every consignment, whether or not the buyer has also appointed an inspection agency.
Step 1: Sampling the lot
A sample is only useful if it represents the whole lot, so we never sample from the convenient front row of a stack. We draw from randomly selected bags spread across the stack - different rows, different heights, different pallets - using a sampling spear so the bags are not opened. The draws are combined into a composite sample, mixed, and divided: one portion for the physical checks, one for the cooking test where applicable, and a sealed retention sample that we keep until the buyer has received and accepted the cargo. If the lot comes from more than one milling batch, each batch is sampled and checked separately.
Step 2: The physical checks
The composite sample goes through the full set of physical parameters named in the contract:
- Average grain length: measured on a counted set of whole grains and compared with the variety's contracted length. For basmati varieties this is a defining parameter.
- Broken percentage: brokens are separated and weighed to confirm the lot is within the contracted brokens limit - for example a 5% broken specification.
- Moisture: we take multiple moisture meter readings across the sample and across the lot. Milled rice for export is commonly held to a maximum of 12-14%, with the exact ceiling fixed per contract. High moisture is an automatic hold - it risks mould and caking in transit.
- Chalky, damaged and discoloured grains: counted and expressed against the contract tolerance. Discoloured and damaged grains are the defects destination inspectors notice first.
- Admixture: we check for other varieties mixed into the lot, which matters most for basmati, where purity is part of the product's identity. Our guide to basmati vs non-basmati rice explains why this distinction carries so much commercial weight.
- Paddy count and foreign matter: unhusked paddy grains, stones and organic matter are counted per sample and must stay inside the agreed limit.
Every reading is logged against the contract value. One failed parameter stops the lot - there is no averaging a bad number against a good one.
Step 3: Cooking and aroma checks for basmati
For basmati consignments, physical measurements are not enough, because basmati is bought for how it behaves in the pot. We cook a measured portion of the sample and check elongation - good basmati roughly doubles in length on cooking, and the contract or the buyer's expectation often references an elongation ratio. We also confirm that the cooked grains stay separate and fluffy rather than sticky, and that the raw and cooked aroma is true to the variety. Aged basmati performs better on all three counts, so where the contract specifies aged rice, the cooking test is where ageing shows itself.
Step 4: Packing verification
Once the rice passes, the packed goods are verified as a separate step, because correct rice in wrong packing is still a rejected shipment:
- Bag weight checks: filled bags are check-weighed at random against the declared net weight, and the weighing scale's calibration is confirmed.
- Stitching and sealing: every sampled bag is checked for sound stitching or heat sealing, with no leaking corners.
- Markings: the printed or stencilled details - product, grade, net weight, lot number, buyer's marks and any private label - are compared word by word against the contract and the destination country's labelling requirements.
- Liner condition: where bags carry inner liners, we confirm the liner is intact and food-grade, since the liner is the barrier against sea moisture.
Step 5: Container checks at stuffing
The last place a good consignment can go wrong is the container itself. Before stuffing begins, our staff inspect the empty box: clean, dry, odour-free, no light visible through pinholes in the roof or walls, door gaskets intact, and no residue from previous cargo - rice absorbs odours, so a container that previously carried chemicals or aromatic cargo is refused on the spot. We line the container where the contract calls for it, place desiccants against condensation on long or temperature-crossing routes, and keep ventilation considerations in mind for the voyage.
The stuffing itself is photographed stage by stage: the empty container with its number visible, the lining and desiccants, the cargo at quarter, half and full load, the door-side face with markings visible, and finally the closed doors with the seal number legible. This photo sequence goes to the buyer, so they can see exactly what left our hands. The consignment then moves into the standard clearance flow described in our rice export procedure guide.
What does the buyer receive from us?
Every rice consignment ships with an information pack, not just cargo:
| Inspection parameter | What we check | Typical acceptance norm |
|---|---|---|
| Grain length | Average length of whole grains vs variety standard | Per contracted variety specification |
| Broken percentage | Weight of brokens separated from the sample | Within contracted limit, e.g. 5% broken |
| Moisture | Multiple meter readings across the lot | Commonly 12-14% maximum, per contract |
| Defective grains | Chalky, damaged, discoloured grain counts | Within contract tolerance |
| Admixture and paddy | Other varieties, paddy grains, foreign matter | Within contract tolerance |
| Packing | Bag weight, stitching, markings, liner | Exactly as contracted |
| Container | Clean, dry, odour-free, seal applied | Fit for foodgrain loading |
Along with the shipping documents, the buyer receives our inspection summary recording the measured values against the contract, the photo record from sampling through container sealing, and a certificate of analysis from a laboratory or inspection agency where the contract requires one. Buyers who want independent eyes on the cargo can appoint SGS, Bureau Veritas or any agency of their choice - we schedule sampling and stuffing around their visit. The documentary side of the shipment, including the phytosanitary and fumigation certificates, follows our export documentation checklist.
Frequently asked questions
Can buyers appoint their own inspection agency?
Yes. We welcome third-party inspection by agencies such as SGS, Bureau Veritas or any agency the buyer nominates, at sampling, pre-shipment or container stuffing. The inspection terms and who bears the cost are agreed in the contract.
What moisture level does export rice have?
Milled rice for export is commonly held to a maximum of 12-14% moisture, with the exact limit fixed per contract. We take multiple moisture meter readings across the lot during inspection and record them in the inspection summary.
Do you share inspection photos before shipment?
Yes. Buyers receive photos of the inspected cargo, the packed bags with markings, and the complete container stuffing sequence, from the empty container check through to sealing, before the vessel sails.
What happens if a lot fails inspection?
A lot that fails any contract parameter does not ship. Depending on the defect, the rice is re-sorted or re-milled and re-inspected, or the lot is rejected and replaced from alternative stock. The buyer is informed if this affects the shipment schedule.
Arcas Impex is an agro export house based in Belagavi, Karnataka, India, exporting rice, cashews, onions, green chillis and coffee to buyers worldwide. Explore our rice export range including basmati and non-basmati varieties.
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