Arrival inspection
Receiving is the last chance to preserve evidence from the transport handoff and the first chance to stop an unidentified discrepancy from entering sellable stock. A short dock routine makes later supplier or carrier conversations far clearer.
Direct answer
Before put-away, match the shipment and seal references, count handling units, scan or record carton identifiers, photograph exterior condition, note shortages or visible damage on the receiving record, and separate affected stock. Then reconcile carton contents to the packing list using the agreed inspection depth. Do not discard packaging or alter damaged goods before the responsible carrier, insurer or supplier gives instructions.
Use this before requesting a quotation
Give the dock team the purchase order, packing list, expected carton count, appointment reference and any advance shipping notice. Define which discrepancies require a delivery notation, photograph or immediate escalation.
Record carrier, vehicle or container reference, arrival time, seal number where applicable and delivery document. Confirm the receiver is inspecting the intended shipment before cartons are mixed with other inbound goods.
Count pallets, cartons or other units before put-away. Compare the physical count with the delivery document and packing list. A signed receipt without a clear shortage notation can weaken the later evidence trail.
Photograph all sides of damaged cartons, wet areas, crushed corners, opened tape, punctures and affected pallet positions. Include carton marks or logistics identifiers in the frame so evidence remains connected to the shipment.
Check carton sequence, SKU, variant, quantity and any lot or batch reference against the packing list. Use an agreed sample or full count based on order risk; record the method rather than calling an unchecked shipment complete.
Move damaged, unidentified, short, over-delivered or wrong-variant units to a controlled area. Do not merge them into sellable stock. Give each exception a photo set, quantity and temporary disposition.
Send one discrepancy notice with delivery references, quantities, photos and requested next step. Update inventory only for the accepted quantity. Preserve original labels and packaging until claims or supplier review are complete.
Reusable buyer brief
Purchase order and shipment reference: Carrier, vehicle/container and arrival time: Seal reference and condition: Expected pallets/cartons: Received pallets/cartons: Carton or SSCC references checked: Visible exterior damage and location: SKU/variant/quantity method checked: Short, over or wrong items: Quarantined quantity and location: Photos and delivery notation reference: Notice sent to whom/date/next action:
Fill only the details relevant to your request
Before you send the request
At minimum identify the shipment, count handling units and record visible damage or shortage according to the carrier and contract process. Preserve photographs and document references before put-away.
The agreed inspection depth should reflect order risk, packaging and contract terms. Some orders use a sample count; high-risk or discrepant shipments may require broader checking.
Quarantine them, preserve packaging and identifiers, document condition and wait for written disposition from the responsible supplier, carrier or insurer before repair, disposal or resale.
Labels connect the physical unit to shipment and inventory records. GS1 guidance also supports retaining identifiers through put-away to preserve traceability.
Keep the request specific
The inspection depth and legal effect of delivery notations depend on the sales and transport contracts. Train the receiving team on those specific requirements and use this checklist as an operational record, not legal advice.
Send this checklist on WhatsAppEditorial method
The workflow separates shipment identity, exterior evidence, count, content checks, quarantine and notification. It uses GS1 receiving traceability and standard packing-list fields without assuming one carrier's contractual rules.
Ready with the key details
Send the product reference, estimated quantity and destination so the conversation starts with useful context.
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