Although inspecting incoming shipments pertains to any shipping, obviously we hope it also helps the shippers using a curtain side trailer and/or a curtainside van as part of their fleet. Inspecting incoming freight protects all parties in the event any issues arise during or after the shipping process. Freight in motion is by nature subject to some level of risk. Damage and shortages may occur for any number of reasons—mostly inadvertent, but not always. It’s in your best interests to inspect everything that crosses your dock, then sign it off in writing.
Each shipment involves three parties: the shipper, the carrier, and a consignee. Sometimes shippers ship damaged goods without realizing it. Also, some damage or losses may certainly occur during the shipping process and will be rightfully attributed to the carrier. Finally, the potential for damage also exists post-delivery, when the consignee is moving or storing the shipment. If an inspection isn’t conducted to reveal any issues at each step in the process—and the delivery receipt doesn’t note any problems—who will be held responsible for damage or missing items?
How Much Is Enough?
Certainly, when dealing with recurrent shipments from a familiar vendor and a reputable freight outfit, inspections may be more limited in scope and need not entail an open-carton, visual check of all content of every shipment. However, there must always be a procedure in place to at least the count and verify the general condition of the freight. Signing off on a shipment without meeting that basic standard is asking for a dispute sooner or later. Don’t rely, by the way, on vague notations added to the delivery receipt such as “Subject to pending inspection” or “Subject to later count.” In the event of a contested damage or shortage claim, those general comments carry very little weight—other than proof that a full and adequate inspection wasn’t carried out at the time the shipment was received.
At the minimum, an inspection should entail verifying the vendor and piece-count, visually assessing the external condition of the packaging for any obvious damage and making clear, specific notations on the delivery receipt describing any discrepancies you encounter. If you receive a combination of both palletized cartons and loose pieces, count and inspect both and make separate notations on the D/R describing any issues. To save labor and time, often only pallets are counted—it’s quicker and easier—while the loose item count is simply taken for granted. You’re taking a risk by signing off on the delivery receipt without counting everything.
Be Specific
Any external damage should be clearly described on the delivery receipt. A hasty scribble like “3 damaged” isn’t sufficient. What is the damage, exactly? It might be a creased package, a puncture caused by a forklift or something obviously subjected to excess weight and crushed? Put it into words and use concise, descriptive terms where possible. If you’re dealing with multiple packages stretch-wrapped on a pallet, inspect the condition of the stretch-wrap and note it on the delivery receipt. Make specific mention of loose, torn or absent wrap, as well as any pallets where the wrap has been opened on the top.
Claim Sooner, Not Later
Once damage or shortage is verified and noted on the delivery receipt, the next step is to file a claim. The general rule is ASAP, but definitely, before the nine-month time lime is looming (or expired.) It’s a good idea to make it an immediate priority, while the paper trail is still easily at hand and there’s time to gather additional facts you may need to support the claim. Remember, if the claim is filed nine months and one day after the date of delivery, the carrier is under no legal obligation to pay compensation for it.
Here are several articles on how to get started with a curtain side trailer or curtainside van solution for your fleet.
- Curtainside Trailer Info
- Curtainside Trailer Photos
- Curtainside Bodies Photos
- 3 Benefits of a Curtain Side Trailer
- How Well do Curtainside Trailers Hold Up to the Elements?
Want to see how one client is having big wins by adding a curtain side trailer and curtainside van strategy to their mix? Download this case study today!
