Always inspect the product you are receiving prior to signing the delivery
Remember that failure to note obvious damage at the time of delivery
will guarantee a declination by the carrier of any claim arising from
Inspect each piece or pallet looking for evidence of damage or pilferage
to the product. Crushed, torn, punctured, broken, wet, or rattling packages
on pallets are an indication that interior damage may exist.
receipt, which should be co-signed by the driver, should contain factual
and precise notations concerning exceptions. If a box
is broken, say so. Don't merely say "damaged." Use descriptive
terms that report THE FACTS! For example, if a leaky drum is "defective," as
distinguished from being "damaged by rough handling," take
an exception by writing "defective drum, leaking at bottom rim," or "cover
loose," drums dented, cracked and leaking on side," etc.
state the location of the damage, and describe in detail the nature
and extent of damage. Identify the precise part or piece damaged and
indicate its location in relation to other parts of the shipment (last
row, right side, top layer wet, etc.)
- Banding damage
- Foot marks
- Forklift damage
- Nail Damage
- Oil saturated
- Tire marks
- Water damaged or wet
It is suggested that an inspection form be created to help the receiver
look for problems that are usually encountered in transit with your
specific products. This form should include a check list for the items
the receiver to report on the delivery receipt. As an example:
- On metal products, the inspection report should have
check boxes for reporting rust, dents, moisture, bent corners, torn
- On refrigerated perishables, the report should have check
boxes for recording both the temperature and condition of product in
of the vehicle. The condition of the refrigeration devices should also
be recorded. In addition, the report should have a space for quality control
personnel to report their findings.
Write complete description
on material as shown in the following example:
||10,124 lbs. .94
|Purchase Order Number
||P. O. 82654
|Or Customer Material (name)
||Cust. Mat. Joe's Co
||T-304 #4 polish
Record all exact measurements, weights, and the condition of the
material on the Receiving Report.
- CONCEALED DAMAGE
Concealed damage" is when a shipment is delivered in apparent
good order. The delivery record reports no damage at the
time of delivery, and the consignee subsequently discovers damage.
receiving and inspection practices will substantially reduce the
possibility of a concealed damage claim. When they do occur,
they present the problem of establishing that the carrier
is liable for the damage to the product and ultimately, getting a
pay a cargo claim will be difficult.
Make a concerted effort
to open ALL the shipments you receive as soon as possible. All concealed
damages must be reported
15 days of delivery. Remember, the presumption is that
you caused the damage if it is not reported to the carrier within
damage is discovered, stop unpacking the shipment and call
the carrier immediately.
Giving the carrier an opportunity
to see the damaged goods exactly as you have discovered them in the
greatly improve your chances of recovery. Take pictures
of the damage and the related materials and fax it to the carrier
Confirm your request for an inspection in writing! A telephone
call is fast and simple, but provides no record of notification.
the request in writing.
Insist on more careful inspections
by your receiving personnel of each piece on delivery. Listen for
rattling, loose articles,
opening any package with evidence of damage in the drivers'
Carriers will generally not allow you to open
each piece of a shipment at the time of delivery, however, when damage
of visible evidence, you should make sure to open those
packages so that
the driver can record the information on the delivery receipt.
Call the delivering carriers local terminal manager if
the driver refuses
you from opening damaged shipments under these circumstances.
First, verify that the shipment being delivered is yours
by reviewing the bill of lading or delivery receipt and
by inspecting the packages.
Note the number of packages and the weight of the product.
inspect the shipment before unloading!
Photographs should always be
taken at the first sign of visible damage before proceeding to receive
or wrappings intact and try not to move any damaged item
unless absolutely necessary. This is the best way to
avoid a dispute
over who is responsible
for the damage that has been incurred to a particular
After inspecting the shipment with the driver
and noting the condition of the load on the delivery receipt, unload
inspect all sides of the vehicle. Look for defects in
the vehicle performing
the delivery, such as holes in the ceiling, walls, or
floor, cracked door seals, broken floor boards, wet sports
in cracks, patch jobs, flat tires, etc. and make sure
to take pictures and to note your findings on the delivery
When sheet material is delivered, pay special
attention to edges, corners, top, and bottom sheets! Make a notation
any item is
wet, rusty, egg-shaped,
Any damage or adverse condition must
be noted on Delivery Receipt and verified by driver and receiver signature!
the number of pieces received and compare your count with the number
of pieces noted on the receiving
of pieces received on the trucker's delivery receipt
and sign and date the document. Where there is evidence
must be taken with the driver present and the results
listed on the delivery receipt.
All the preceding steps
must be taken and any Damage or Condition noted before signing the
The delivery receipt serves as the carrier's primary
The delivery receipt will be the primary
document in establishing carrier liability in the claim process and
should not be regarded
information you insert on the delivery receipt should
merely be a report of the facts, not conclusion of law.
Do not give
as to the possible
causes of the damage. That is the responsibility of the
After delivery, open your packages
as soon as possible and conduct a more complete and thorough inspection
within 15 days of the delivery, if possible.
have an arbitrary rule which creates a presumption that if a damage
is not reported to them within 15 days
of the delivery,
damage must have occurred while the shipment was in your
possession and not theirs.
Locate the packing list and
product tags. Count all the items and be certain they conform to the
model numbers, color size, length and width, etc.? If
not, itemize the items received in error, and those that
Remove the packaging or wrappings and
visually inspect for quality (i.e. surface condition, finish, rust,
(see above). If damage is found, save the wrappings to
prove that it was concealed.
If you have any questions,
please make sure to contact your Diversified Transportation Services