Define a check that can be performed
Give the order reference, product specification and a written checklist. Distinguish carton counting, visual inspection, sample checks and functional testing. Agree sample size, access to sealed packages and any equipment needed. Warehouse handling is not a substitute for product certification or an independent laboratory assessment.
Make photographs useful
Request views that identify the order and show the issue: carton marks, outer condition, product labels and the agreed sample. A close-up without an order reference may be difficult to reconcile. Keep observations separate from conclusions about cause, liability or the condition of unexamined items.
Approve repacking before it starts
Specify protection needs, retail packaging to retain and any labels that must remain visible. Ask whether the new package will change dimensions, gross weight or handling requirements. Approve the work and cost before changes are made, then update the packing record with the final measurements.
Resolve discrepancies before release
For shortages, damage or a wrong variant, record the affected order, evidence, requested action and approver. Ask the supplier about available correction options before agreeing a return. Keep disputed cargo identifiable and issue a separate release instruction for goods that are ready to move.
Apply this to your shipment
ILLUSTRATIVE EXAMPLE
One carton arrives with a crushed corner. Record the carton mark and visible condition, then request instructions on opening, checking or repacking it. After authorised repacking, update the carton count, dimensions and weight. A photograph of the outer box does not prove that every product inside has been tested.
Check before the next step
- Define whether checks cover outer condition, quantities or named product tests.
- Keep observations separate from assumptions about the cause of damage.
- Approve the packing work and update the measurement record afterward.
Terms in plain language
- Gross weight
- The weight of the goods together with their packaging. Record it separately from product-only net weight.
- Carton mark
- An identifier on a package that links it to an order or packing-list entry, such as A-01 of A-08.
NEXT STEP
Warehousing & packing
Temporary storage, agreed-scope inspection, repacking and shipment preparation in China.
