By / Published by: Foshan Kehong Paper Products Co., Ltd. ·
When paper, board, blanks or formed packaging arrives, a clear record helps explain what you received and what needs checking. Complete the fields that fit the delivered form; mark unknown or not applicable details openly. Keep observations separate from conclusions about cause or responsibility.
1. Match the delivery to an agreed reference
Record the order and product identifiers, available batch and carton, pallet or reel identifiers, and the delivered form. Identify the approved specification, drawing or sample version used for comparison.
For material comparisons, note the paper name, layer construction and surface treatment. If thickness has been measured, include the method and unit; otherwise write ‘Not measured’. A photograph cannot establish thickness or performance, and thicker or heavier does not automatically mean better.
2. Record the condition before and after opening
Where practical, photograph the outer packaging, labels and visible irregularities before opening. After opening, record the internal arrangement, the location of an observation and close-up views. Link each photo number to its package or sample.
Include a same-batch, same-specification comparison sample showing no similar observed issue. Do not call it an accepted sample without an acceptance basis. If packaging was already opened, say so; do not recreate an unopened state.
3. Separate delivered quantities from the inspection scope
Keep the packing-list quantity, verified received quantity and actually checked quantity separate, with their units. State which packages and positions were checked and how they were selected. Describe quantity differences, appearance, dimensions or fit, and outer-packaging condition separately.
Count each affected item once even when it has several observations; observation labels may overlap. Do not combine cartons, pieces, sheets or other units. Results from the checked items are observations within that scope, not an established defect rate for the whole lot.
4. Add the first-observed stage and available history
Record arrival, opening and first-observed times. Was the observation first noticed during unpacking, assembly, first use, repeated handling or machine feeding? The stage when an issue was noticed does not establish when or why it arose.
Where relevant, note whether protective wrapping was intact, any earlier opening, and available temperature or humidity records with their time range. Write ‘Unknown’ when history is missing; one reading during inspection does not describe the journey or storage history. Warping alone does not establish moisture damage. Ask for material-specific handling guidance rather than applying a universal storage range.
5. Make the next question specific
For each record, ask what needs confirming: whether the delivered item matches the approved version, which photographs or measurement conditions are missing, or whether samples should be retained for an agreed further evaluation. Describe visible marks, cracks or separation without diagnosing their cause from a photograph.
Keep identifiers, quantities, photo references and the question together. A short, traceable record is more useful than an unsupported conclusion about quality or responsibility.
Different checks answer different questions
- Arrival observations describe the checked delivery. Formal sampling acceptance needs an agreed lot, selection method and acceptance rules; there is no universal ‘check 10%’ rule, and AQL is not a guarantee of the actual defect rate in a lot.
- Appearance and dimension checks do not establish the transport performance of a complete pack loaded with its intended contents. Agree any distribution evaluation separately; an informal drop is not evidence of passing a transport test.
- Food-contact documentation concerns the actual materials, combination and intended use. It is separate from the condition observed on arrival.
This checklist organises observations and communication. It does not replace agreed lot-acceptance rules or specialised tests.
Copyable receiving record
Select and copy the text you need. Repeat blank record lines as needed and mark unknown or not applicable fields. This page does not save or send records.
1. Delivery and reference Order / product: ______________________________ Batch / carton / pallet / reel identifiers: ____ Delivered form: _______________________________ Approved specification / drawing / sample version: ______ Material / layers / surface, where applicable: __________ Thickness / method / unit, or Not measured: _____________ 2. Condition and photographs Before opening / already opened: ______________ Outer packaging / labels / visible observations: ________ Internal arrangement / observed location: ______________ Photo IDs → package / sample IDs: ______________________ Same-batch comparison without similar observed issue: __ 3. Quantities and checked scope Packing list quantity + unit: _________________ Verified received quantity + unit: _____________ Actually checked quantity + unit: _____________ Packages / positions / selection method: _______________ Observation ID / category / item IDs / photo IDs: _______ Affected items, counted once each + unit: _______________ Repeat the observation line as needed; keep units separate. 4. First observation and history Arrival / opening / first-observed date and time: _______ First-observed stage: __________________________ Protective wrapping / earlier opening: _________________ Available environmental records + time range, or Unknown: ____ 5. Question to confirm Record ID / question / missing information: ____________ Requested sample retention or agreed further evaluation: ____ Unknown / Not applicable fields: _______________________
Technical references
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Start with the delivered form, what you observed and the question you need to clarify. Missing details can follow.
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