Proof of Delivery
Standard operating procedure for inspecting and documenting all shipments at the time of delivery. Proper compliance is necessary to preserve the right to file claims for loss, shortage, or damage.
Mandatory Inspection Prior to Acceptance
Before signing the Proof of Delivery (POD), verify total pallet and carton count against the delivery documentation.
Inspect all visible freight for physical damage (e.g., crushed, dented, torn, wet cartons).
Inspect for tampering (e.g., broken seals, re-taped boxes).
Confirm shipment appears complete and intact.
Documentation of Discrepancies
WARNING: General or vague statements are insufficient to file a claim (e.g., “subject to inspection”). You must clearly and specifically note the issue on the POD at time of delivery.
If any shortage, damage, or irregularity is observed, clearly and specifically note the issue on the POD at time of delivery.
Acceptable notations include: “1 pallet missing,” “3 cartons short,” “Top pallet crushed, cartons damaged,” “Shrink wrap torn, possible loss,” or “Received with visible damage.”
Signing Requirements
The POD must include your printed name, signature, and date and time of delivery.
Do not sign a clean POD if discrepancies exist.
Photo Documentation (Recommended)
Take clear photographs of damaged freight and packaging.
Photograph pallet condition upon arrival.
Photograph labels and tracking information.
Retain all documentation for claims processing.
Notification Requirement
All discrepancies must be reported and documented on the POD immediately prior to driver departure.
Documentation must include a copy of the annotated POD, supporting photographs, and a written description of the issue.
Liability & Claims Notice
Failure to document any shortage, damage, or discrepancy on the POD at the time of delivery constitutes full acceptance of the shipment. By signing the POD without written exceptions, the receiver acknowledges that the shipment was received in full and in good condition, responsibility for the shipment transfers to the receiver upon acceptance, and any claims for loss, shortage, or damage may be denied.
Enforcement
Non-compliance with this procedure may result in denial of claims and transfer of liability to the receiving party.
Questions About Your Shipment?
Contact our team for assistance with delivery documentation, claims processing, or any shipment concerns.