Knowledge base What are the best practices for inspecting shipments, documenting damages, and communicating issues to Insight?

Use this guide for best practices on how to inspect, sign for, and report issues with all your deliveries, including both parcels and heavy freight.

Shipment Receipt and Reporting of Damages and Shortages

LTL and Full Shipments

1. Inspect the Shipment: Before signing the Bill of Lading (BOL) or releasing the driver, thoroughly inspect the shipment for any visible damage or discrepancies. Check the condition of the packaging and ensure the BOL/packing slips match the shipment, including carton and pallet count. It is the receiver's responsibility to ensure that all items are accounted for and in good condition before accepting the delivery.
2. Document Any Issues: If there is any damage to the shrink wrap/pallet or missing cartons, document them immediately on the BOL before the carrier departs. Take photos and note the issues on the delivery receipt before signing and immediately notify the carrier and Insight of any discrepancies to facilitate a swift resolution. It is the receiver's responsibility to ensure that all issues are thoroughly documented and reported. Failure to do so may result in potential denial of claims or returns.
3. Use Clear Signatures: Ensure that the signature is clear and includes the printed name of the person signing, along with the date and time of receipt. It is the receiver's responsibility to verify that the signature is legible and accurately reflects the details of the person signing. Failure to provide a clear and complete signature may result in an inability to back up the claim.
4. Keep Copies: Retain a clear and legible copy of the signed delivery receipt for your records. This is crucial for any claims or disputes that may arise later.. Failure to keep an accurate copy may result in potential denial of claims or returns.
5. Communicate with the Carrier and Insight immediately: If there are issues with the shipment, communicate with the carrier and Insight promptly to address any concerns.

Small Parcel Shipments (UPS/FedEx)

1. Inspect the Shipment:
   • Signature Required Deliveries:
     • Before signing, thoroughly inspect the shipment for any visible damage, tampering, or discrepancies. If any damage is found, refuse the shipment.
     • Ensure the carton count matches what you are signing for, and if a shortage is determined, clearly note it when signing for the delivery.
     • Do not allow the driver to sign on your behalf. It is the receiver's responsibility to ensure that all items are accounted for and in good condition before accepting the delivery. Failure to do so may result in potential denial of claims or returns.
   • Non-Signature Deliveries:
     • Immediately upon receipt, inspect all deliveries for damage or shortages.
2. Communicate with Insight immediately: If there are issues with the shipment, communicate with Insight promptly to address any concerns.