Arrival discrepancy report template
Use this template when goods arrive at the warehouse, forwarder, marketplace prep center or buyer site. It turns scattered receiving problems into a structured report with counts, photos, claim value and supplier follow-up evidence.
1 · Shipment identity
- Purchase order, supplier name, invoice number, container or tracking number and arrival date.
- Expected cartons, units, SKU/model numbers, accessories and spare parts from the packing list.
- Receiving location, receiving staff name and whether the goods were accepted, quarantined or partially released.
- Reference links to invoice, packing list, inspection report, loading photos and bill of lading or courier proof.
2 · Count discrepancy
- Expected quantity versus received quantity by SKU, carton, pallet and accessory pack.
- Shortage, overage, mixed SKU, wrong label or unidentifiable carton count shown separately.
- Photos of carton labels and an opening record for any mixed or suspicious cartons.
- Immediate decision: receive as-is, quarantine, re-count with supplier video call or reject the affected lot.
3 · Damage and quality evidence
- Outer carton condition: crushed, wet, torn, re-taped, missing labels or pallet damage.
- Product condition: broken parts, scratches, missing components, wrong color/model or packaging defects.
- Photo set: wide shot, carton mark, close-up defect, quantity proof and scale/reference item where useful.
- Separate freight damage from supplier production or packing defects whenever evidence allows.
4 · Claim and corrective action request
- Estimated affected units, claim value, replacement parts needed and customer/marketplace deadline.
- Requested supplier action: refund, replacement, spare parts, next-order credit or written containment plan.
- Reply deadline, owner and escalation contact if the supplier does not answer with evidence.
- Closure condition: credit note, replacement tracking number, accepted repair plan or management decision to absorb loss.
Copy-ready report structure
| Subject | Arrival discrepancy report — PO / invoice / shipment number |
|---|---|
| Summary | State expected quantity, received quantity, affected units, damage type and requested resolution in the first paragraph. |
| Evidence | Attach packing list, receiving count sheet, carton photos, product photos, inspection/loading records and cost calculation. |
| Decision | Open supplier claim, quarantine affected goods, release clean goods, or close as no-action if discrepancy is immaterial. |
Recommended next artifact for this cluster: a supplier claim settlement tracker that follows open discrepancies until credit, replacement or closure.