Keep commercial records and receiving responsibilities consistent.
Match invoice and packing details
Check seller, buyer, consignee, product descriptions, quantities, values and currency against the order. The packing list should identify cartons or crates, contents, gross weights and dimensions. Flag inconsistencies rather than silently changing supplier documents.
Collect product-specific information
Prepare model numbers, intended use, materials, origin information and manufacturer documents where available. Ask the relevant specialist what must be verified for the destination and actual goods. Generic product names are often insufficient to assess a shipment.
Identify the responsible recipient
Confirm the consignee name, delivery address, contact person and receiving hours. State whether the consignee is a business or an individual and identify who will supply any requested destination documents. Agree how corrections are communicated before dispatch.
Keep a receiving record
At delivery, record the package count and visible packaging condition and retain the available handover record. If there is a discrepancy, collect photos and contact the agreed shipment coordinator promptly. Follow the applicable transport terms for reporting; do not assume a universal claim deadline.
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Prepare a discrepancy follow-up message
Start with the shipment or inquiry reference, then describe what was expected and what arrived. Use a factual description of visible packaging condition and share evidence through the agreed contact channel. The outline below supports communication; it does not replace agreed reporting procedures.
- Reference: [reference]; receiving place and date: [details]; expected and received: [counts].
- Observation: [visible condition]; available evidence: [photos or handover record].
- Request: [clarification or next step]; contact: [name and contact method].