Goods-in acceptance for China shipments
Receive the shipment into held stock, record delivery exceptions, reconcile quantities and inspect for concealed damage against an agreed checklist. Keep suspect goods blocked until a named person approves their disposition, then release only accepted quantities. Coordinate factory and arrival records with Cambridge China Bridge.
Prepare the receiving brief before arrival
Give the warehouse the purchase order, final packing list, product specification, approved sample reference and factory inspection report. Agree who records delivery exceptions, who checks goods and who authorises release. Book space for unloading, inspection and held stock. HSE guidance says companies involved should agree loading and unloading arrangements in advance.
Set the arrival checks by product and failure risk: identity, quantity, condition, accessories, labels and any agreed functional checks. Tell the warehouse which documents must be reviewed before release. Use the guide to full inspection or sampling to choose the inspection scope; this guide covers the receiving workflow.
Record delivery reservations precisely
Before signing the delivery record, photograph the load as presented, carton marks, wrapping and visible damage. Record the actual pallet or carton count and specific exceptions, such as crushed corners, wet cartons or missing packages. Where contents have not been checked, record that limitation explicitly. Keep a copy of the annotated record and note any refusal to acknowledge it.
Treat the delivery record as evidence of what was observed, rather than assurance that a claim will succeed. Check the carrier's terms and insurance notification instructions before arrival, and notify the relevant parties promptly when a problem appears. Follow the separate cargo insurance guide for cover and claims.
Reconcile quantities and inspect concealed damage
Match carton identities to the packing list, then reconcile received units by product, variant and batch against the order. Separate ordered, declared shipped, physically received and accepted quantities. A matching carton count does not establish the unit count inside. Record shortages, substitutions, surplus goods and incomplete sets separately; obtain a recount before adjusting stock.
Open selected cartons across the load, including apparently sound packaging and suspect areas. Photograph the outer carton, inner protection and product together so damage remains linked to its location. Check for crushing, moisture, corrosion, cracks and missing accessories as relevant. If defects appear, widen the checks according to the agreed plan. Retain packaging and representative damaged goods pending instructions.
Quarantine goods with unresolved findings
Use a clearly marked holding area and a blocked stock status. Record the shipment, product, batch, affected quantity, storage location, reason for hold and person responsible for the next action. Prevent picking, production use and automatic replenishment from held stock. Here, quarantine means an internal stock control, not a customs procedure.
Agree whether the next step is further inspection, testing, sorting, repair, return or rejection. Do not mix accepted and suspect goods during sorting. Record the quantities and findings from each action, then check the outcome before changing status. Use faulty goods and claims for the dispute route.
Release accepted quantities with a recorded decision
Have the authorised person review the count reconciliation, inspection findings, required product documents and unresolved exceptions. Record the decision, date, accepted quantity and any remaining hold. Release a separable accepted portion only where its identity and condition are established; keep the rest blocked. A factory inspection report is an input to this decision, not a substitute for arrival checks.
Move released goods into their usable stock locations and reconcile the warehouse system with the receiving record. Keep photographs, inspection results, correspondence and the release decision together. Preserve the batch link when goods are split or repacked, using the separate batch traceability guide. Ask Cambridge China Bridge's staff in China to reconcile factory records with the arrival findings.
Frequently asked questions
What should I write on the delivery note?
Record the observed package count and specific visible damage or shortages. State when contents remain unchecked, photograph the exceptions and retain a copy. Check the carrier's reporting instructions.
Should I open every carton from China?
Choose the scope before arrival using the product's risks and agreed acceptance criteria. Include apparently sound cartons as well as damaged ones, and widen checks when findings justify it.
What if damage appears after the driver leaves?
Block affected stock, photograph the product and packaging, link findings to carton and batch records, and notify the supplier, carrier and insurer as applicable under their reporting instructions.
Can I release part of a shipment into stock?
Release a clearly identifiable accepted portion only after the authorised person records the checks and accepted quantity. Keep unresolved goods physically separated and blocked in the stock system.