Receiving checks can confuse three separate questions: how many packages arrived, what their exterior looks like and whether all items inside are present. Each needs its own result. A short receiving record helps staff capture observations and communicate them. It does not replace equipment diagnostics, agreed transport documents or the parties’ claims procedure.

Prepare the expected package list

Obtain the packing list used for the actual dispatch, including package identifiers, packaging type and order references. When boxes are combined on a pallet, agree what counts as the handed-over package and whether inner labels are accessible. Otherwise, the same shipment may produce different counts. Provide separate expected and received columns so staff do not have to overwrite the supplier’s original information.

Describe observations rather than assumptions

Compare accessible labels and inspect external surfaces within the agreed procedure. Instead of writing only “damaged”, identify the package and visible condition, such as torn wrapping, signs of wetting or deformation. Photographs should connect an overall package view with the specific area. Record visible discrepancies in the receiving documents using the agreed format. Contractual notification periods and cargo handling decisions must still be checked for your own shipment.

Separate the observation from the next decision

Record which packages were inspected, which could not be checked and who attended. An external inspection does not establish that a machine works, while an intact crate does not prove internal completeness. Notify the coordinator and receiving contact about discrepancies and agree next actions, including packaging retention. Do not dismantle or test equipment merely to obtain a photograph; authorised specialists determine those operations using its condition and manufacturer documentation.

Keep evidence in one linked record

Add the request reference, date, handover location and participants. Link each observation to a photograph and package identifier rather than only a product name. Record who was notified and which decision is outstanding. Acceptance of some packages without observations does not automatically apply to the rest. Discuss transport-document signing and disputed situations with the responsible parties before completing the record.

  • Make the actual packing list and package identifiers available to the receiver.
  • Keep pallet, crate and inner-box counts distinct and clearly described.
  • Link every observation to a package, visible condition and photograph.
  • Record inspection limits, inaccessible areas and questions needing technical assessment.
  • Notify agreed contacts and define further actions and evidence retention.

Discuss receiving arrangements when requesting transport. Email the package list and photographs to info@inlogistics.kz with the route or request reference. A manager will clarify the information needed.

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