Your responsibility when receiving freight. SAVE ALL DELIVERY RECEIPTS.
1. Steps to take at time of delivery to protect against loss or damage.
A. Verify count- Make sure you are receiving as many cartons as are listed on the delivery. If any shortage is discovered note exactly how many cartons are short on the carrier’s delivery receipt and have the driver note the shortage on your copy.
B. Carefully examine each carton for damage- If damage is visible, so note this fact on the delivery receipt and have the driver clearly note that fact on your copy. If carton has appearance that contents inside may possibly be damaged, insist that it be opened right at that time, and both you and the driver should make joint inspection of the contents. Any concealed damage discovered should likewise be noted on the delivery receipt and on your copy. Be sure to retain your copy.
C. Immediately after delivery, open all cartons and inspect for concealed damage- Even though driver has already left, all cartons should immediately be opened and the contents inspected for possible concealed damage.
2. Steps to take when visible or concealed damage is discovered.
A. Retain damaged items- Not only must the damaged items be held at the point where received, but the containers and inner packing materials must be held until an inspection is made by a carrier inspector.
B. Call carrier to report damage and request inspection- The call should be placed immediately upon discovery of the damage, but under no circumstances should it be put off longer than 15 days after delivery. Failure to report concealed damage within this 15 day period will almost certainly result in the carrier denying your claim.
C. Confirm call in writing- Although this is not a mandatory requirement, for your own protection in establishing the fact the carrier was notified within the 15 day period, we strongly recommend that all calls be confirmed in writing. Be sure to retain a copy of your letter.
3. Steps to take when carrier makes inspection of damaged items.
A. Have damaged items in receiving area- Make certain the damaged items have not been moved from the receiving area prior to discovery of the damage. Allow inspector to inspect damaged items, cartons, inner packing materials and freight bill. Be sure to retain your delivery receipt--it will be needed as a supporting document when claim is filed.
B. After inspector fills out inspection report, carefully read it before signing- If you do not agree with any facts or conclusions made by the inspector on the report, do not sign it. Unless repairs will be completely satisfactory, be sure the inspector request replacements on the inspection report. A new item can be ordered only if the inspection report specifies “REPLACE”.
4. Steps to take after inspection has been made.
A. Continue to retain damaged merchandise-Even though inspection has been completed, damaged items cannot be used or disposed of without written permission from the carrier.
B. Do not return damaged items to shipper- Return of such items should not be made without written authorization of the supplier.
C. Secure receipt from carrier if damaged items are picked up for salvage- If you surrender damaged merchandise to a carrier for salvage because it is valueless to you, be sure to secure a receipt from the driver when it is picked up and retain that receipt.