A shipment handoff should connect the goods released by the warehouse to a clear carton list and transport reference. Use the approved shipment plan and keep changes traceable.
Confirm the shipment version
Identify the shipment reference, destination, SKUs and quantities approved for release. For marketplace shipments, supply the current plan and labels from your seller account. Confirm which checks the warehouse will perform. This checklist does not replace the platform’s current packaging or shipment requirements.
Connect labels to carton contents
Record each carton number, SKU and unit quantity. Keep the product-label file and version with its SKU, and the receiving-label file and version with its carton. Record the shipment-plan reference and version separately, alongside the approved packing instructions. If cartons are rebuilt or quantities change, retain the old-to-new carton mapping and reconcile the contents, receiving labels and plan before release.
For affected product, component or packing changes, link the change decision, completed work and recheck evidence to the final carton record. Review any earlier release approval after a change and record the decision covering the current versions and exact contents before collection. A sample approval, completed rework or created label alone is not dispatch approval.
Document exceptions before dispatch
Discuss the response to missing labels, quantity differences, damaged goods or incomplete kits. Identify the affected stock and customer decision. Do not silently substitute a component, packaging method or shipment destination. Record whether the shipment should wait, split or proceed with an approved revision.
Measure and approve the packed goods
Use final packed dimensions in centimeters and gross weight in kilograms. Agree which inspection results and photos will be provided. Photos can help explain packing and investigate discrepancies; they do not guarantee platform acceptance, reimbursement or a particular claim outcome.
Record the carrier handoff
Keep the collection date, carrier reference and available tracking details alongside the approved carton list. Distinguish warehouse dispatch from transport progress and destination receipt. Agree who follows up on a discrepancy and which documents each party will retain.
Download the blank dispatch record (CSV) · Read the record filling guide (TXT)
Map each carton through the transport chain
Agree how the warehouse carton number connects to the marketplace box ID, pallet number where applicable, transport shipment and final carrier tracking reference. A master reference may cover many cartons; it does not explain which box reached which destination.
Scroll horizontally to view all columns.
| Handoff | Records to connect | Owner to agree |
|---|---|---|
| China warehouse to carrier | Approved carton list, quantities handed over, collection date and carrier reference. | Warehouse release contact and collecting carrier. |
| Intermediate facility | Facility receiving reference, carton or pallet count, exceptions and onward dispatch reference. | Forwarder or receiving facility. |
| Final delivery booking | Confirmed receiving address, applicable booking reference, shipment references and carton group. | Party arranging the booking and final carrier. |
| Reported delivery | Available delivery document, transport reference, reported destination, date and recorded quantities. | Carrier or transport coordinator supplying the record. |
| Marketplace receiving | Shipment plan, received SKU quantities and the discrepancy record. | Seller managing the marketplace shipment. |
If a facility rebuilds pallets or repacks cartons, ask for the old-to-new mapping and updated counts before the next movement. Mark any unavailable reference as missing and identify who will supply it.
Separate bookings from completed delivery
A booked appointment describes an intended movement. A created label identifies planned transport. Check which event the record actually documents: collected, received at an intermediate facility, dispatched onward or delivered to the final recipient.
For booked deliveries, ask the coordinating party to confirm the current receiving location, booking status and which shipment references are included. Retain the confirmation and any approved revision. Do not assume a booking number covers every shipment consolidated on the same truck.
Review delivery documents for your own shipment
- Identify the issuer and the transport movement described.
- Connect the document to your carrier and marketplace shipment references.
- Compare the reported recipient and location with the approved destination.
- Check the date, recorded carton or pallet quantity, and any delivery exceptions.
- Record which acknowledgment or receipt information is actually present.
- Retain the original document and ask the issuer to clarify omissions.
This is a document review checklist, not a universal POD format or a way to authenticate a document from its appearance. Ask the issuing party to resolve mismatched information; never create or alter a signature, quantity or acknowledgment.
If one carton has no carrier acceptance scan
When other cartons have arrived but one has no acceptance event, create a separate entry for that carton. Record its box reference, contents, packed weight, label reference and the last documented event. Ask the agreed contact for the available collection confirmation and carton-level handoff evidence.
Keep an observation such as “no acceptance scan visible” separate from a conclusion such as “the carrier never received it.” A missing scan alone does not determine where the goods are or who is responsible. Identify who can request carrier records and retain the request, response and next review time.
Label creation, warehouse release, pickup and first physical scan should each have their own timestamp or be marked unknown. Do not fill a missing event with the date of another event.
Question source: seller reporting an unscanned carton after prep-center dispatch. The archived account has no verified loss or reimbursement outcome; community replies are used only to identify useful records to request.
Handle partial or disputed delivery at carton level
Make one discrepancy entry per affected carton or pallet group. Compare its last known transport event, intended destination, reported delivery and marketplace receiving line. Keep observations separate from an explanation offered by a party; incomplete records do not establish where loss occurred.
Agree who requests carrier clarification, who obtains facility records and who manages the marketplace case. Keep document requests, responses and dates together. Use the current carrier, receiving and platform instructions for any next action.
Download the carton handoff review brief (TXT)
After delivery: reconcile carton and unit records
Keep carrier delivery evidence separate from marketplace unit receiving. Compare the approved shipment plan, actual packing record, per-carton tracking events and receiving quantities when a discrepancy appears. Record the affected cartons and SKUs, document requests, case references and the party handling each follow-up.
A delivery document is one part of the record; it does not establish the quantity of usable marketplace inventory or guarantee reimbursement. Check current shipment-specific instructions for any investigation.
Public seller questions informing this addition: US delivery and receiving discrepancy and partial delivery and shipment-plan dispute. Reviewed 2026-10-06.
Record a change before the next handoff
A revised shipment plan needs an old-to-new carton mapping, updated contents and acknowledgment from the party holding the goods. Record the actual completion of relabeling separately from the request to do it. Confirm destination and carrier instructions against the approved physical stock before collection.
Use the FBA shipment change checklist to connect plan revisions with stock holds, carton checks and release approval.
Additional seller questions informing the handoff checks
These public WeAreSellers questions highlight gaps in transport records. They are individual accounts, not verified findings about a carrier or marketplace. The checklist is original planning guidance; current shipment instructions determine the actual documentation needed.
- Delivery document and appointment-to-shipment verification
- Two-pallet delivery with one pallet unreceived
- US cartons delivered to a different receiving location
- Truck delivery without a usable receipt document
- Local carrier pickup disputed after arrival at port
Reviewed 2026-10-06.
Discuss your shipment
Service scope, checks, records and routing are agreed for your project. Share your requirements before sending stock.
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Editorial basis: recurring planning questions in the project research archive. This is an original checklist, without customer statistics, competitor pricing or marketplace certification claims.
