Costs, scheduling and evidence
Delivery damage record template
A delivery damage record captures what arrived, what is damaged and the evidence, at the moment of receipt. Complete it before unloading finishes, while the carrier is still present.
A delivery damage record is a short, dated account of what arrived and what condition it was in. Its value is speed and detail: the more precisely you record at the moment of delivery, the easier it is to settle responsibility with the supplier, carrier or insurer. The worksheet below walks you through the fields.
Why record at the door
Once goods are unloaded, stored and handled, nobody can tell whether damage happened in transit or on site. A record made on arrival, with the carrier present, is the strongest evidence you can have. Many contracts and policies also set notice periods; check yours.
What to capture
| Evidence | How to capture it |
|---|---|
| Identification | Order, delivery note, container, seal and vehicle numbers |
| Condition of packaging | Photograph before opening |
| Damaged items | Close-up with a scale, plus a wide shot showing location in the load |
| Shortages | Count against the packing list and note differences |
| Annotation on documents | Write specific notes on the delivery document before you sign |
| Witness | Name of the person receiving and the driver |
Use the worksheet
Complete the prompts as you inspect. Be factual and specific: "two bundles with crushed end tracks, photos 4 to 9" is useful; "some damage" is not. Save the output with your photos in the project folder.
After recording
- Notify the supplier and carrier promptly in writing, attaching the record and photos.
- Tell your insurer if the policy requires it.
- Quarantine damaged items and do not discard them without agreement.
- Ask the engineer or supplier whether damaged items can be repaired or must be replaced.
- Update the schedule and the lead-time tracker if replacement is needed.
Prevent repeat damage
Ask the factory for packing photos, as in the factory inspection checklist, and agree handling rules and a laydown area before arrival. The routine checks are in the materials receiving checklist.
Responsibility depends on terms
Who carries risk during transit depends on the agreed delivery terms and your insurance. Confirm these with the supplier and a qualified adviser. This template records facts; it does not decide liability.
Questions people ask
When should I record damage?
At delivery, before the carrier leaves if possible, and note it on the delivery document before signing. Check your contract and insurance for notice periods.
What evidence is most useful?
Dated photos with a scale, the delivery note, packing list, item references, carrier details and a short description of the condition.
Should I refuse a damaged delivery?
It depends on contract terms and severity. Discuss options with the supplier and your insurer, and never destroy or discard damaged items without agreement.
Is this a legal document?
No. It is a record template. Ask your contractor or legal adviser about claim requirements in your contract.
Sources and further reading
Have a project outline or drawings?
Organize your scope, then contact Digital Oro through its official channel. Availability, engineering, pricing and delivery terms need project-specific confirmation.
Explore Digital Oro →Digital Oro International advertises on The Company Chronicle. This guide was written by our editorial team from public sources and general professional practice; it does not describe a guarantee, quote or offer from Digital Oro International. Confirm current terms, prices and availability with the operator before you decide.