Receiving report template

Capture clear images of damaged items, packaging issues, or incomplete deliveries as evidence for supplier claims. Take photos showing batch numbers, expiration dates, or serial numbers for high-value items. These visual records provide indisputable documentation of the condition of goods upon arrival, protecting your company during disputes.

For partial deliveries, mark “NO” in the order completion field, document only the items actually received, and note the expected delivery date for remaining items. Create a separate receiving report for each subsequent delivery related to the same purchase order, referencing the original PO number for easy tracking and reconciliation.

Request secondary signatures for high-value deliveries, new supplier shipments, or items with strict compliance requirements. Having a supervisor or quality control specialist verify these critical deliveries adds an additional layer of accountability and helps identify receiving process improvements. This dual-verification approach reduces costly errors and improves inventory accuracy.

Document the discrepancy immediately with photos and detailed notes, referencing the original receiving report number. Contact the supplier promptly with this specific information and create an incident report for internal tracking. This quick response increases the likelihood of successful resolution and helps identify whether the issue occurred during shipping or internal handling.