Page 22 - 8025 - Controlling and locating stock Learner Guide.docx

ADVANCED

RISK MA
Consignees should note that in the event of a claim that carriers have the right to perform an
inspection and will try to determine whether the damage could have been discovered and noted at
time of delivery. If the answer checked is "yes," the carrier will generally decline the resultant claim
on the basis that the damage happened after the delivery and, therefore, they are not liable.
3. Take Photographs of the damaged merchandise and of the trailer or car if the load has badly
shifted and damaged. If possible, get driver in the picture along with the trailer number or license
plate. Get rail car number in the picture.
Record on the back of the photograph the date, car, or trailer number, driver's name, carrier's name,
identity of shipment, etc., and sign the photograph. Also record the time the shipment was inspected
and photographed. It is also recommended that video cameras be installed at all receiving and
shipping locations as well as at guard gates, and that films be stored for future review when
necessary.
4. When a shortage or damage is discovered, call the carrier immediately to give them an
opportunity to schedule an inspection (whether or not an exception was noted on the delivery
receipt) and confirm in writing the date and time and the names of the persons who were
notified. Also, report all damage and shortages to the shipper in writing, particularly if they are
repetitive. Send photographs of the damage, as many shippers do not know how well their
packaging is performing in transit.
Receiving personnel must be trained in proper procedures in order to protect the interests of the
owner of the goods in damage situations. An immediate call to the carrier with written confirmation
builds credibility in the eyes of the carrier and provides the beginning of hard documentary evidence
for the eventual claim file. It also establishes the time schedule for the carrier to perform its
inspection. If the carrier fails to make the inspection within the time limit, or within a reasonable
time, the consignee should perform the inspection and submit a copy of its findings with its claim.

5. Save all packaging! One of the most important steps to take in cases of concealed damage is to
set aside the damaged goods awaiting the carrier's inspection. Retain all of the original
packaging.
Failure to comply with this provision deprives the carrier of the opportunity to inspect the goods and
the packaging, which will in turn, severely hinder your chances to recover damages (unless, of course,
you have preserved the evidence by taking photographs, obtained an affidavit from the person
having actual knowledge of its condition, etc.).
6. Create an "OS&D" area. This area, used for retaining damaged goods and containers, should be
in a space that is out of the way of the normal traffic in the receiving area so that further damage
or pilferage is not incurred by your own personnel in conducting normal business. This area
should also be secured against pilferage and theft.
7. If a corporate policy manual exists, ensure that there is a section devoted to "Receiving
Practices" and that it contains the "Do's and Don'ts", herein, together with material relating
specifically to your products.

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