Confirm the receiving appointment

Provide the full delivery address, contact name, phone number and receiving hours. Identify vehicle access restrictions and booking requirements. Confirm who arranges unloading equipment and labour, and whether the agreed handover covers the entrance, loading bay or another specific point.

Prepare the reference documents

Have the final packing list and shipment reference ready for the receiving team. Separate expected package counts from product quantities inside cartons. For split deliveries, identify which packages belong to the current arrival so missing items are not confused with goods still in transit.

Record visible exceptions

Compare carton marks and counts, and photograph visible damage with the shipment reference. Record observations on the available handover record and contact the responsible operations contact promptly. Keep packaging and relevant records while next steps are agreed; an observation does not establish the cause of damage.

Close the receiving record

Save the delivery date, received quantities, photographs and unresolved items in the same order record. Ask the relevant carrier or insurer about its actual notification procedure and deadlines where needed. Do not assume a generic website checklist changes the agreed terms or creates cover for a loss.

Apply this to your shipment

ILLUSTRATIVE EXAMPLE

The receiving plan expects 15 cartons, but 14 are presented and one has visible damage. Record the count and observed condition with the receiving contact, follow the agreed reporting process, and retain the handover record and available photos. Do not record a complete, undamaged receipt before checking what was actually delivered.

Check before the next step

  • Confirm site access, receiving contact and unloading arrangements before arrival.
  • Compare the delivered carton marks and count with the final packing record.
  • Keep a dated handover record and report discrepancies through the agreed channel.

Terms in plain language

Proof of delivery
A record of the handover, such as a signed receipt. Check what it records about quantities, date and visible condition.
Consignee
The person or organisation named to receive the shipment. Confirm the exact name and receiving contact.

NEXT STEP

Door-to-door planning

Coordinate origin collection, international freight and delivery scope in one shipment plan.

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