Retail distribution centre delivery evidence
Ask your logistics provider to record gate arrival, unloading, signed pallet receipt and the retailer's later goods-received confirmation separately. Match each record to the order and reconcile shortages before closing it; a pallet signature may leave carton contents unchecked. Agree the evidence pack with Cambridge China Bridge.
Agree what closes the order before dispatch
Ask the retailer which receiving record you can obtain, who issues it and what it confirms. Agree with your logistics provider who retrieves it, where evidence is stored, when to chase missing records and who resolves discrepancies. Treat these as order-specific working arrangements, rather than assuming every retailer uses the same process.
Keep transport completion and order reconciliation as separate statuses. A vehicle can finish its delivery while a stock discrepancy remains open. For pallet preparation and warehouse selection, see preparing pallets for retailer delivery and choosing a UK warehouse.
Record each event for what it actually proves
Use the same purchase order, delivery booking and consignment references across the evidence pack. Record actual events and exceptions rather than relying on a generic tracking status. The distinctions below are useful working labels; check the scope of the retailer's actual records.
| Event | Evidence to obtain | Limit when closing the order |
|---|---|---|
| Gate arrival | Arrival time, site, vehicle registration and gate or booking acknowledgement | Arrival does not establish unloading or receipt of stock |
| Unloading | Unloading completion time, pallets removed and any pallets left on the vehicle | Removal from the vehicle does not establish checked product quantities |
| Signed pallet receipt | Readable receipt, receiving identity, pallet quantity and qualifications or damage notes | The signature may cover pallets only, with contents unchecked |
| Later goods-received confirmation | Retailer receiving reference and quantities received against each order line, with discrepancies | Check whether it is provisional, complete or still subject to investigation |
Obtain a usable signed pallet receipt
Ask for a complete, readable copy showing the delivery site, date and time, order references, pallet quantity and the receiver's name or identifier where available. Preserve wording such as contents unchecked or received subject to checking. A signature without its accompanying qualifications gives an incomplete picture.
Record visible damage, rejected pallets, mixed deliveries and quantities retained on the vehicle. Link photographs to the relevant pallet label and receipt, where site permission allows. If a signature is refused or unavailable, retain the driver's account and notify your receiving contact; keep the receipt status unresolved.
Agree safe evidence collection before the journey. HSE guidance says: "Take account of the fact that delivery drivers may visit the site rarely, and may only be on site for a short time." Arrange where the driver can obtain paperwork and whether photographs are permitted.
Reconcile the retailer's later receiving record
Ask the retailer or your authorised account contact for the goods-received confirmation. Match the purchase order, delivery reference, product codes, quantities and units of measure. Compare dispatched cartons and units with received cartons and units, rather than comparing a pallet total with a product total.
For a mismatch, assemble the warehouse dispatch record, loading evidence, signed receipt and retailer receiving record. Identify where the records first diverge before attributing the shortage. Ask whether stock is awaiting checking, booked against another reference, rejected or recorded in a different unit. See missing stock at a UK fulfilment warehouse.
Close only the scope you have reconciled
Agree a closure checklist: references match, expected quantities reconcile, rejection or damage records are attached, and each discrepancy has an agreed outcome and owner. Keep any credit, replacement or disputed deduction visible until resolved. Do not let an automated delivered status silently close a stock investigation.
If the retailer provides no line-level receiving record, document the alternative evidence and its limits, then obtain the buyer's decision on closure. Store the original records together with the reconciliation and decision. Cambridge China Bridge's China team can help align factory packing references with the evidence your UK logistics provider needs.
Frequently asked questions
Does gate arrival prove my retailer received the goods?
It records arrival at the site. Obtain unloading evidence and a receiving record separately before treating the stock as received.
Is a signed pallet receipt enough to close an order?
Check what was signed for. A pallet count with contents unchecked leaves product quantities unresolved. Apply your agreed closure criteria.
What if the retailer's received quantity differs?
Match order references and units of measure, then compare dispatch, pallet receipt and retailer receiving records. Keep the discrepancy open until its outcome is agreed.
What if the distribution centre will not sign?
Keep the driver's dated account, booking acknowledgement and permitted supporting evidence. Notify the receiving contact and request confirmation; record the signature as unavailable.