Prepare an acceptance record before the shipment arrives. It should connect the agreed specification with the actual machines, loose components and documents received by your team.
Start with the agreed order file
Use the final accepted quotation and configuration schedule, not an earlier brochure or superseded email. Record the model, drive version, quantity, accessories, implements and separately packed parts. Include any agreed changes with their dates and the person who approved them.
Ask the supplier for the packing list and available inspection photographs before dispatch. These records help the receiving team understand what to expect; they do not replace inspection of the delivered equipment.
Plan the receiving responsibility
Identify who checks documents, who records condition and who manages the unloading arrangements. Confirm the site and handling plan with a competent logistics provider. Follow the applicable handling and assembly instructions; a photograph of another container is not a safe unloading procedure.
Tell the receiving team how to report a discrepancy and who can decide the next step. Keep the contact route available during delivery rather than waiting until the driver or handling crew has left.
Compare identification and quantities
- Match each model and drive version to its order line.
- Transcribe engine and chassis or frame numbers exactly.
- Count loose components, accessories, implements and spares.
- Record manuals and other agreed documents received.
- Photograph labels, packaging and visible discrepancies.
Keep separate entries for missing items, visible transport damage, document differences and work still required for commissioning. An unreadable identification plate should be recorded as unreadable and referred for clarification, not filled with an assumed number.
Record findings before final handover
Describe each finding clearly and attach dated evidence. Compare it with the agreed supply terms and ask the responsible supplier or logistics party for the appropriate next step. Avoid altering or operating equipment to investigate a concern without suitable instructions and qualified support.
The acceptance record should show who checked the equipment, what was checked, what remains unresolved and any agreed follow-up. It does not replace the purchase contract, warranty terms or transport claim requirements.
Complete the service record
Once the equipment has been assembled and commissioned as applicable, link the completion record to the customer’s machine file. Use the after-sales planning guide to organise manuals, service contacts and parts references. The configuration change log helps preserve the final order details.