When a shipment arrives from a China supplier, the immediate aim is to capture an accurate, objective record of what you actually received and what you observed. This article gives a structured receiving method that a buyer can use to document visible conditions, count and packing discrepancies, and a clear evidence pack to support a commercial decision.

Capture the arrival facts and chain of custody

Begin by logging the basic arrival facts that will matter later when you compare what the supplier says shipped to what you received. Record where and when the goods were delivered, which carrier or agent presented the shipment, any seal or container identifiers you can see, and the names of the people who signed for or supervised the unloading. A tight factual record reduces ambiguity when you later discuss discrepancies with the supplier or an inspector.

Photographs and short video clips can preserve visual context that a written note alone cannot. Photograph seals, container numbers, external damage to cartons, and intact pallet labels. If access rules or safety conditions limit what you can photograph, note that constraint. Keep the images with the written arrival record so they form a single, searchable receipt file.

• Document delivery location, carrier, and arrival time
• Record visible seal or container identifiers
• Photograph external packaging and overall pallet condition
• Note names of onsite personnel and access constraints

Do a visual triage and define a sampling approach

Walk the shipment to identify clearly visible problems before you dive into counts. Look for crushed cartons, wet packaging, signs of pest activity, or obvious mismatches between packing labels and your order. These visible issues are immediate risks and should be photographed and described with precise language about what you see rather than what you infer about causes.

Decide how many cartons or units to open for a closer look based on product complexity, value, and prior supplier performance. A more complex or higher risk SKU can justify a larger open sample while a low-risk item may need only a quick check. Whatever you choose, describe the rationale in your record so a later reviewer can understand why that sampling approach was reasonable for this shipment.

• Note visible damage or label mismatches before opening cartons
• Choose a sample size and explain the rationale in the record
• Photograph opened cartons to show internal condition

Reconcile counts, packing lists, and shipment paperwork

Compare what is physically present to the documentation the supplier provided, such as a packing list or bill of lading. Count or weigh batches in a way that fits your product and risk profile, and record where your counts match or diverge from the paperwork. If packaging is mixed or cartons are labeled inconsistently, note those inconsistencies rather than assuming they represent a short or over shipment.

When counts do not match paperwork, document the exact discrepancy with both quantitative and qualitative notes. If you call the supplier or forwarder during this step, keep a written summary of the conversation and any follow up actions that were promised. A clear contemporaneous record will be useful if an inspection, credit, or claim process follows.

• Compare physical counts to the packing list and note any variance
• Record any inconsistent carton labeling or mixed content
• Log verbal or written communications with the supplier

Build a nonconformity evidence pack

If you observe defects, damaged goods, or packaging problems, assemble an evidence pack that sticks to observable facts. Photograph representative defects alongside a reference object for scale, document serial or lot identifiers when available, and include photos of intact items to show contrast. Keep original packaging available because it can be material evidence for claims or further inspection.

Write a short discrepancy report that lists the observed condition, where each item or batch was found, and what you did to secure the goods. Avoid definitive causal statements about how damage occurred or who is responsible. Instead focus on facts that a third party can verify later, such as timestamps for photos, file names, and who conducted the inspection steps on site.

• Photograph defects with scale and include clear unit or lot identifiers
• Keep and label original packaging and retain samples for inspection
• Create a discrepancy report with timestamps and the inspecting person

Choose next actions and record the decision rationale

With the evidence and reconciliation complete, decide the next commercial or operational action based on your contract terms, risk tolerance, and product criticality. Typical options may include holding the goods pending an inspection, accepting with a negotiated allowance, rejecting shipment for return, or escalating to a nominated inspector or broker. Make the choice and record the reasons, including what additional information would change the decision.

If you need specialist input, say why it is needed and what outcome you expect from that input. For example, an independent inspection may clarify defect rates, a customs specialist may advise on duties or release risks, and legal counsel can advise about contractual remedies. Log the request, the specialist contacted, and the expected timeframe so your sourcing team has a complete decision trail for future supplier evaluations.

• Select an action that aligns with contract terms and product risk
• Document the rationale and what additional information would alter the decision
• Record specialist requests and expected next steps for traceability

Photograph the shipment, note any discrepancies, and upload the files to your receiving log.