How To Receive And Inspect A Freight Shipment
Businesses know the difference between a freight shipment and a parcel package shipment. For homeowners, the differences may not be so clear.
This is not your average delivery! Don’t expect a guy in shorts to ring your doorbell and leave a package at your doorstep. Freight shipments have a protocol to follow and require preparation.
As most homeowners will never receive a freight shipment, the first one is a complete mystery. Here are some tips to make your residential delivery a success:
- Set An Appointment
Upon receiving a tracking number, call the freight carrier to arrange a delivery appointment. - Make Arrangements
Perhaps you live on a street with limited access. Let the appointment clerk know of anything that may hinder a 53 foot tractor trailer fromentering or exiting your neighborhood. - Say No To Accessory Services
If you are informed that you need a lift-gate or inside delivery, contact the seller. Accessory services are billed to the consignee and collected at the time of delivery. Many times a shipment is prepared to where they are not necessary. - Track The Shipment Online
Proactively tracking a shipment online will keep you informed of exceptions that may impact your appointment such as delays caused by inclement weather. - Confirm Your Appointment
Call the local service center the morning of the delivery to confirm your appointment. Appointments are not guaranteed; unforeseen circumstances may delay your shipment from arriving at the local terminal or compromise the delivery window. Proactive communication is the key! - Prepare For Delivery
Have two people available to offload the shipment. Everyone should be capable of lifting 70 – 100 lbs. Freight shipments are generally heavy, long or cumbersome to handle alone. - Inspect The Shipment
Look for the following signs of damage to include, but not limited to, missing shrink wrap, crushed corners, dents, gouges, tears and stains. Open each box that has signs of damage to inspect the contents. - Note Overages, Shortages & Damages On The Delivery Receipt
This is the most important step! Check each handling unit for indications of damages (missing shrink wrap, broken strapping, crushed corners, dented, ripped or torn cartons etc.) and suspicious markings. Check for missing boxes or extra boxes by counting each handling unit and checking labels; they should match the delivery receipt. Open any handling unit that shows signs of loss or damage while the driver is present. Note all damages, overages and shortages on both copies of the delivery receipt. If the driver does not allow you to open each handling unit, write “driver refused inspection for concealed damage” on the delivery receipt in addition to the visible signs of damage to the packaging. Failure to note the delivery receipt will put you at a potential loss. - Complete The Inspection
As soon as the driver leaves, proceed to complete the inspection. Open all of the remaining boxes that did not have signs of damage, whether or not you believe that they are in good condition. Be sure to fully open each box to check contents for damages, overages and shortages. Some commodities are more prone to concealed damage than others. - Notify All Parties
Notify both the seller and shipping company of any overages, shortages or damages immediately upon completing the inspection to request an inspection. Follow up with a written notice via e-mail or fax. - Store Damaged Materials & Packing Materials
During the claims process, make every attempt to leave the containers and packing materials as they were when you first discovered the loss or damage.
What can I expect from the freight company?
Freight deliveries are “curbside” services, so the driver is only responsible for bringing freight to the back of the trailer. You’ll need to be prepared to unload the order with a helper. Should the shipment have any exceptions, the carrier will issue an OS&D Report (Overages, Shortages and Damages); retain a copy for your records.
What happens if the driver refuses to allow the cartons to be opened for inspection?
While this is not common, be sure to cover yourself. Simply write the following comments on the delivery receipt: “Driver refused inspection of contents. Acceptance is contingent upon inspection for concealed damage.” Remember that a signature without comments places the liability on the receiver; the fine print below your signature on the delivery receipt states that you’ve received the entire order without exception. By making this comment and completing your inspection immediately following the delivery, you are protecting yourself.
What if I need the freight delivered by a particular date or time?
Freight shipments are not guaranteed. If your shipment is urgent and you must have it delivered by a particular day and/or time, notify the seller prior to placing your order. Time-Critical shipments are a premium service, and must be processed accordingly prior to shipment.
Don’t be intimidated by the process. Just remember these key points:
- residential deliveries need to be scheduled
- shipments must be inspected upon delivery
- all damaged boxes must be opened and inspected with the driver present
- all overages, shortages and damages must be noted on the delivery receipt
- complete a full inspection and inventory immediately following the delivery
- notify all parties involved the day of delivery if there are discrepancies
- leave the containers and packing materials as they were when you first discovered the loss or damage
Communication is the key. If you have any concerns regarding a freight shipment, be sure to call the retailer for clarification on their shipping policy. You may read AICMillworks.com’s shipping policy here.