Do these first
Before the driver leaves, establish exactly what is missing rather than that something is.
- Recount physically — pallets, pieces or cartons, by hand.
- Compare against both documents — the packing list and the bill of lading. If they disagree with each other, record that too.
- Name what is missing — the exact handling unit or product, not just a number.
- Check the trailer — freight left at the nose is the most common answer.
- Check the seal and the stops — seal number and condition, and whether another stop could have taken it.
- Note the shortage before signing — and keep your copy.
Prove what was supposed to be there
Use both the packing list and the transportation paperwork. If those documents disagree, record the discrepancy before assuming where the shortage occurred.
Check the trailer and stop sequence
Check whether freight remains on the trailer, whether another stop may have received the wrong pallet, whether the load was transferred, and whether a seal was applied and intact.
Do not guess the cause. Record what can be verified.
Use the OS&D page for receipt notation
See OS&D for how to document a shortage at delivery.
What to compare
- Physical count taken by hand
- Packing list
- Bill of lading
- Seal number and condition
- Stop sequence, if the load had more than one
Do not assume
- That the count on the paperwork is what was loaded.
- That a shortage happened in transit. Record what can be verified, not what seems likely.
- That it can be sorted out after signing. Note it first.
Missing freight right now?
Send the BOL, packing list, physical count, seal information and stop sequence and we will help trace the discrepancy.
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