The essentials
Agree on the item references and carton identifiers that your receiving team needs, then use them consistently on labels and the packing list. Confirm special requirements before packing, and record discrepancies against the affected carton and item.
THE PROCESS
Work through the details
Agree on receiving information.
Discuss item references, units, quantities and carton numbering with the receiving team. Clarify whether counts refer to pieces, sets or cartons.
Match labels to the packing list.
Use the same item IDs and carton identifiers in both places. If one item spans several cartons, make the quantity in each carton clear.
Review special requirements.
Discuss protection, label language, handling instructions and any buyer-specific requirements before packing starts. Requirements depend on the item, destination and shipment arrangements and must be agreed for the order.
Prepare the receiving check.
Compare delivered carton identifiers and quantities with the agreed list. Record any visible discrepancy with photos and the item and carton references, then contact the team with the inquiry or order reference.
PUT IT INTO PRACTICE
Example format
Use consistent identifiers so each line is easy to follow.
| Carton ID | Item ID | Description | Quantity / unit | Receiving check |
|---|---|---|---|---|
| C01 | 01 | Brake pads | 10 sets | Match label and packing-list count |
| C02 | 01 | Brake pads | 10 sets | Record any visible damage |
FINAL CHECK
Before the shipment arrives
Tick each item as you review. Checks stay on this page until you leave.
NEED TO KNOW
Common questions
Does this checklist replace destination-specific requirements?
No. It organizes a packing discussion. Applicable requirements need to be checked for the actual products, destination and shipment.
What information helps with a discrepancy?
Provide the carton ID, item reference, expected and received quantities, photos and the inquiry or order reference.
Put your list to work.
Send your references, quantities and open questions to our sourcing team.
