Before the driver leaves

  • Confirm the shipment belongs at your facility
  • Match the delivery to the PO, BOL or receiving reference
  • Count pallets, pieces or handling units
  • Compare the physical count with the paperwork
  • Inspect visible packaging condition
  • Look for crushed, torn, wet, punctured or shifted freight
  • Check pallets and crates for visible damage
  • Photograph any shortage or damage before moving freight when possible
  • Photograph the affected shipment labels
  • Note visible shortage or damage on the delivery receipt before signing
  • Keep a copy or photo of the signed receipt
  • Record the driver's departure only after receiving is complete
  • Contact the broker or shipment contact if an exception exists
A worker in a high-visibility vest signing a delivery document on a clipboard beside a parked trailer.
Note the condition on the delivery receipt while the driver is still there.

Check the count first

Know what count the paperwork is using.

That could be:

  • Pallets
  • Cartons
  • Pieces
  • Crates
  • Handling units

If the count is short or over, use the OS&D checklist.

Look at condition before normal put-away starts

Once freight is moved into inventory, it becomes harder to show how it looked at delivery.

Inspect visible condition while it is still at the receiving point.

Look for:

  • Crushed corners
  • Torn shrink wrap
  • Exposed product
  • Broken pallets
  • Leaning loads
  • Water staining
  • Punctures
  • Broken crates
  • Shifted cartons

Photograph exceptions

Use cargo damage photos for the exact wide-to-close photo sequence.

At minimum, connect the damage to:

  • The whole shipment
  • The identifying label
  • The affected area
  • The receiving or trailer context

Note exceptions before signing

If there is visible damage or a shortage, do not sign as though the shipment arrived with no visible exception.

Describe what you actually observed.

Keep the wording factual.

Do not guess the cause.

Keep the paperwork

Keep a readable copy or photo of the completed delivery receipt.

Also keep:

  • Relevant BOL
  • Packing list
  • Photos
  • Labels
  • Receiving notes

For packing-list verification, use the packing list checklist.

If everything looks correct

Complete your normal receiving process.

A clean delivery should still leave you with:

  • Confirmed count
  • Completed receiving paperwork
  • Shipment references matched
  • Documents stored where your team can find them

This checklist is about documentation

Claim deadlines, carrier liability and recoverable amounts can vary. If there is a problem, document what you can see and contact the broker for the next step.

Have a delivery exception?

Count it, photograph it, note it before signing and keep the paperwork together so the shipment can be reviewed from clear documentation.

Request a Freight Quote