When a chemical shipment arrives, check the seal, the container, the package count, the condition of the packages, the labels and the batch numbers before you sign for it. Write any problem on the delivery receipt. Then sample and test the goods against your specification.
The first hour after delivery decides whether you can claim later. Remarks on the delivery receipt, photos and samples are the evidence your supplier, carrier and insurer will ask for.
Before you open the container
- Check that the seal number matches the bill of lading and the loading report, and that the seal is intact.
- Look for damage to the container, such as holes, dents or signs of water entry.
- Check for staining, odour or liquid around the doors, which can signal a leak inside.
- For hazardous goods, follow the SDS and your site's safety rules before opening, including ventilation and protective equipment.
When you unload
- Count the packages and compare with the packing list.
- Check every drum, bag or IBC for leaks, bulges, punctures, broken seals or crushed corners.
- Check labels, UN marks and hazard labels against what you approved, as described in what CLP labelling requires.
- Check that batch numbers match the packing list and the certificate of analysis.
- For ISO tanks and flexitanks, check the seals, the tank or bag condition and the temperature where it matters.
- Weigh a sample of packages, or the whole tank, if weight matters to your price.
Record and report problems
Photograph any damage before moving the goods. Write clear remarks on the delivery receipt, such as two drums leaking or seal broken, rather than signing it clean. A clean receipt makes it hard to claim later against the carrier.
Notify the carrier, the supplier and your insurer promptly, within the time limits in your contract and policy. For serious damage, ask your insurer to appoint a surveyor before you move or dispose of anything.
Sample and test
Take samples from randomly chosen packages, as you would at loading, and test the parameters that matter for your use. Compare the results with the supplier's COA and your pre-shipment results. Keep a portion sealed in case of a dispute.
Test before the goods go into production or are blended with existing stock. Once a lot is mixed with other material, it is very hard to prove which delivery caused a problem.
If the results fail, follow the steps in handling a quality claim, and do not use or blend the goods until the claim is agreed. For help judging the report, see reading a lab certificate.
Next step
Most arrival problems are cheaper to prevent at the factory than to fix at your warehouse. We check samples, documents and loading in India so fewer surprises reach you. To start, book a free sourcing review.