01
Prepare a receiving reference set
Share the packing list, package references, item quantities and seller-approved unit photos with the receiver. Identify who may receive freight, who reviews discrepancies and who can authorize technical work. Confirm unloading arrangements with the actual site and carrier before dispatch; an available address does not establish unloading capability.
02
Record visible exceptions accurately
Observe package count, outer condition, labels and any visible leaks or broken securing materials from a safe position. Use specific descriptions and photographs rather than a general statement that everything is damaged. Follow the delivery procedure and exception recording requirements for the actual carrier; do not assume every service permits opening before signature.
03
Connect package evidence to the part
During authorized unpacking, connect the outer reference to the unit marking and packing-list line. Record missing accessories and visible differences from the accepted offer. Compare with dispatch images without claiming that a photograph proves the cause of damage. The working table separates observation from the decision that follows.
| Stage | Evidence | Next review |
|---|---|---|
| Arrival | Count, labels and outer condition | Receiving exception |
| Unpacking | Package-to-unit photo sequence | Identity and shortage |
| Comparison | Accepted offer and dispatch record | Difference assessment |
| Escalation | Contacts, notifications and retained materials | Authorized next step |
04
Preserve materials and notify the right contact
Follow the applicable carrier, seller and insurer instructions promptly. Keep relevant packaging, damaged goods and shipment records available for review. FedEx’s cited documents illustrate requests for such evidence; they are service-specific examples. This guide does not set a universal deadline, authorize a claim or guarantee compensation.
05
Keep installation approval separate
A visually intact crate does not establish that a used engine functions or fits. Hold any disputed unit from release until the designated parties decide the next step. Qualified personnel must decide safe handling and technical checks. Record any approved movement or intervention so later reviewers understand how the evidence changed.
06
Example: carton damage and an unrelated missing item
In an illustrative mixed delivery, one carton is crushed and another unit lacks an accessory. The receiver records each package separately, compares the accessory list and contacts the responsible parties. Combining both into one unexplained damage allegation would obscure the facts. Neither observation by itself establishes seller or carrier liability.
VIN EXPRESS / Decision checklist
Prepare the delivery review
- Share the approved packing list and unit records.
- Confirm unloading and receiving contacts.
- Record specific visible exceptions.
- Link unpacking photos to the individual unit.
- Preserve relevant goods, packaging and documents.
- Follow applicable notification and technical approval instructions.
Sources and further reading
- FedEx Trade Networks: Cargo Claims Procedures
Carrier-specific cargo procedure; check the service and shipping documents applying to the actual movement.
- FedEx Freight: Claim Form and FAQs
Evidence fields and packaging-retention guidance, not a guarantee of liability or settlement.
- ARA / URG / Team PRP: Parts Preparation and Shipping Standards
Dispatch identification and preparation reference; does not certify the received unit.