Keep the shipment documents together.
The bill of lading identifies the shipment and its shipping details; the delivery receipt records the delivery event. Compare the shipment reference, handling-unit count, and destination against the expected shipment. Keep signed copies with the original request and shipping instructions.
Inspect and describe visible exceptions.
Where safe and permitted, check the handling-unit count and visible condition before signing. Record specific observations rather than a vague statement.
- Which pallet, carton, or item is affected
- Missing quantities or mismatched references
- Visible crushing, punctures, wet packaging, or broken seals
- Photos of the shipment and packaging
- Arrival time and the people notified
Notify the shipment contact promptly.
If something is missing or damaged, contact the transportation provider and your internal receiving team promptly. Retain packaging and relevant records for inspection; get instructions before disposing of or repairing affected goods.
An exception note is not a completed claim.
A note on a delivery receipt documents observations; it does not by itself submit a formal cargo claim or determine liability. Ask the provider for its claim process and applicable deadlines, and check the shipment terms and any relevant insurance requirements. Do not assume one deadline or coverage rule applies to every shipment.
General preparation guidance. Confirm shipment-specific requirements with your transportation provider.
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