China cargo arrives damaged or short: build a destination receipt evidence file

Plan the receipt record, not just the delivery appointment

A pre-shipment inspection describes goods checked before dispatch; a destination receipt records what the receiving team can observe at a later handover. Neither alone establishes where damage occurred or who must compensate the buyer. For a China-sourcing order, agree who will count packages, record exceptions, coordinate a survey if needed and send notices. Give that person the final packing list, shipment reference, transport document and the relevant supplier, carrier, forwarder and insurance contacts before arrival. The workflow below is practical recordkeeping guidance, not a mandatory international claims procedure.

The U.S. International Trade Administration lists package counts, quantities, marks and weights among packing-list fields, and distinguishes the packing list from the commercial invoice. Use those identifiers to connect the physical goods to the shipment; do not import U.S.-specific filing rules into another destination.

At handover, describe what is visible without guessing the cause

Record the local date and time, location, handover parties, transport reference, actual package count and the identifiers of any missing or visibly damaged packages. For a container delivery, record the container and seal numbers actually observed and any documented seal change. With LCL cargo delivered after handling at a destination deconsolidation station, the receiver may see only individual packages: record that limitation instead of inventing evidence about the original container. Photograph the overall load, shipping marks, external damage and accessible seal before the condition changes, where safe and permitted. A wet carton is an observation, not proof of seawater damage; an intact seal does not prove correct contents. Request a specific exception note on the handover record and retain a copy. If the other party will not acknowledge it, record that fact and escalate through the agreed channel; a note alone does not settle liability.

Make opening and quantity checks traceable to each package

Give each affected package an exception ID linked to its carton or pallet ID, SKU, batch or serial number where relevant, expected quantity, physically checked quantity and counting unit. Distinguish a whole missing package, a shortage inside an opened package and a damaged item. Do not call every unit in a crushed carton damaged without checking, or extrapolate a sampled count to the whole shipment as a confirmed result. Where safe and consistent with survey instructions, photograph the unopened package, internal protection and affected item in sequence, retaining original files and recording any repacking. Separate affected stock and preserve packaging when safe. Do not energise wet machinery, open leaking dangerous goods or delay necessary safety measures merely to improve photographs; seek qualified help and record any protective action.

Send a factual notice while the full assessment is still developing

Prepare a short notice with the shipment and exception IDs, discovery time and place, observed condition, quantities checked so far, photographs available and questions still unresolved. Check the required recipients, format and deadlines separately under the applicable carriage documents, sales terms and insurance arrangements; do not assume that telling the supplier also notifies the carrier or insurer. Do not wait for a final repair quotation if a notice requirement may expire sooner. Keep delivery acknowledgements, replies and instructions. Before non-urgent repair, disposal or return, coordinate evidence preservation and any inspection or survey arrangements with the relevant parties. A receiving clerk records facts; the buyer or importer coordinates the response, while liability, coverage and claim decisions require the appropriate parties and, when needed, local professional advice.

Build an itemised loss schedule without promising recovery

Create one row per affected item or quantity, linking the exception ID to invoice value, currency, photographs, repair or replacement estimates and supporting documents. Label estimates as estimates, track later revisions and keep mitigation or survey costs separate. Do not count the same unit as both wholly missing and damaged, or automatically claim the entire invoice because one package is affected. Retain the purchase order, final invoice and packing list, transport and receipt records, notices and relevant insurance documents in one version-controlled file.

ICC explains that CIF and CIP under Incoterms® 2020 have different default insurance levels. The words “insurance included” therefore do not establish cover for a particular incident. Ask the insurer or adviser to confirm the actual policy, insured party, covered journey, exclusions and claim process. Importers in Taiwan, Indonesia and individual African countries need shipment-specific checks; this evidence file sets no universal legal deadline and guarantees neither acceptance of a claim nor payment.