The Importance of Accurately Signing Delivery Receipts

Why It Is Important to Accurately Sign Delivery Receipts

When it comes to shipping and receiving freight, properly signing delivery receipts is a critical step that ensures any potential damage or issues can be addressed. This simple process can make the difference between successfully filing a claim for damages and being left with no recourse. Whether you are communicating with customers about outbound shipments or signing for inbound deliveries, accuracy is key.

Why It Matters 

Freight carriers will not honor claims for damaged goods unless the damage is clearly noted on the delivery receipt. Generic terms like “damaged” or “upon inspection” are no longer sufficient. Instead, the description must be detailed and specific. If damage is visible, note the exact number of boxes, pieces, or pallets affected. If an entire pallet looks compromised, write that down clearly.

For example, instead of writing, “Damage noted,” you should state, “3 boxes on pallet 2 damaged, visible corner crush.” This specificity provides the evidence needed to validate a claim.

Document Everything

In addition to noting the damage on the receipt, taking pictures is highly encouraged. Photographic evidence before unloading or breaking down a shipment can further support the claim process. Images showing the condition of boxes, pallets, or freight help build a stronger case when submitting a claim.

Exception Numbers Matter 

Whenever possible, request an exception number from the delivery driver at the time of signing. This number serves as a formal acknowledgment from the carrier that damage has occurred and provides an additional layer of documentation. Drivers are often able to issue this number on the spot, so don’t hesitate to ask.

The Risk of a “Clear” Receipt

If damage is not noted, the shipment will be marked as a “clear delivery,” meaning there is no reported issue. Once this happens, it is virtually impossible to recover any funds for damages. Carriers consider a clear delivery as proof that the goods arrived in acceptable condition, and claims will be denied.

Conclusion 

Accurately documenting damage on delivery receipts is essential for protecting your business from unnecessary losses. Specific descriptions, photos, and exception numbers can make all the difference when filing a claim. Remember, if it’s not noted at delivery, it won’t be covered later. By taking a moment to carefully inspect shipments and record any damage, you ensure that claims are paid, and your business is safeguarded.