Receiving is the first opportunity to connect the actual shipment with the final packing records. Arrange the people, space and equipment before the vehicle arrives. A rushed unloading process can lose useful evidence of damage and make shortages difficult to reconcile.
Check the external condition
Record package counts and visible condition before opening. Photograph labels and any affected areas with enough context to identify the package. Follow the carrier's and insurer's applicable reporting procedures and deadlines; these vary and should be confirmed before shipment.
Reconcile contents systematically
Use the packing list to check each package and its associated item codes. Keep accessories with the corresponding assemblies. Separate apparent damage, quantity differences and specification concerns in the receiving record so that the correct person can investigate each issue.
Complete the handover
- Record the receiver, date and package references.
- Preserve relevant packaging and evidence for reported damage.
- Store goods according to product instructions.
- Update the installation team on missing or held items.
Do not discard labels or packaging before the receiving review is complete. If the goods cannot be fully unpacked immediately, record that limitation and agree a practical follow-up process. An external visual check should not be represented as confirmation that every concealed component is present and undamaged.
AN Sourcing buying notes. These are practical procurement checklists; specifications, service scope and destination requirements should be confirmed for the actual order.