A smoother delivery day: your goods-receiving checklist

The delivery is not finished when a vehicle reaches the gate. Someone still needs to confirm the goods, identify any differences and pass the equipment to the right team. A short receiving routine helps keep that handover organised.

Prepare before arrival

Give the receiving team the current purchase order and expected delivery note. Confirm the delivery contact and permitted access times. If unloading needs special arrangements, agree them in advance with the responsible site team instead of improvising when the vehicle arrives.

Match goods to the order

Check the listed item references, quantities and sizes. Separate a partial delivery from a missing line so outstanding items remain visible. For boxed goods, follow your receiving process for checking contents rather than assuming every carton contains the same quantity.

Record discrepancies clearly

Note visible damage, incorrect references or quantity differences. Use specific descriptions and photographs where appropriate. Ask the supplier how discrepancies should be reported, and keep the original packaging until your team has resolved the issue.

Keep documents accessible

Store the delivery note, order reference and relevant product instructions together. Pass technical documents to the people who will use or maintain the equipment. Paperwork left only in a buyer's inbox is difficult for another shift to find.

Close the loop

Update the order with received and outstanding quantities. Tell the requesting team what has arrived and where it is stored. Reconcile the final delivery record before treating the order as complete, especially when several deliveries fulfil a single purchase.

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