CARGO DAMAGE & DISCREPANCY INVESTIGATION PROTOCOL 2026

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--- INITIAL INCIDENT DOCUMENTATION ---
[ ] Date of Incident Discovery
[ ] Time of Incident Discovery
[ ] Incident Location (Warehouse/Dock/Transit Point)
[ ] Reporting Personnel Name
[ ] Incident Type (Visible Physical Damage, Quantity Shortage, Quantity Overage, Incorrect Item/SKU Received, Contamination/Leakage)
[ ] Initial Observation Summary
[ ] Upload Initial Site Photos
[ ] Inspector Signature

--- CARGO IDENTIFICATION & TRACEABILITY ---
[ ] Bill of Lading (BOL) Number
[ ] SKU / Item Number
[ ] Container or Pallet ID
[ ] Total Units Expected
[ ] Total Units Received
[ ] Date of Shipment Arrival
[ ] Upload Shipping Manifest/Invoice
[ ] Shipment Type (LTL (Less than Truckload), FTL (Full Truckload), Intermodal, Parcel)

--- DAMAGE ASSESSMENT & VISUAL INSPECTION ---
[ ] Primary Damage Type (Crushed/Compressed, Wet/Water Damage, Punctured/Torn, Contaminated, Broken/Shattered, Other)
[ ] Affected Packaging Layers (Outer Carton, Inner Wrap/Shrink Wrap, Pallet/Skid, Protective Padding/Insulation)
[ ] Detailed Damage Description
[ ] Photographic Evidence
[ ] Estimated Percentage of Load Damaged

--- DISCREPANCY QUANTIFICATION ---
[ ] Expected Quantity
[ ] Actual Quantity Received
[ ] Quantity Variance
[ ] Discrepancy Type (Shortage, Overage, Incorrect SKU, Incorrect Item Specification)
[ ] Detailed Discrepancy Notes

--- PACKAGING & UNITIZATION INTEGRITY ---
[ ] Primary Packaging Condition (Intact, Torn/Damaged, Compromised/Open)
[ ] Unitization Integrity Issues (Loose Shrink Wrap, Broken Pallet/Skid, Failed Strapping/Banding, Unstable Load/Shifting, Crushed Corner Protectors)
[ ] Detailed Description of Packaging Failure
[ ] Photos of Packaging/Unitization Damage
[ ] Number of Damaged Units Detected

--- TRANSPORTATION & HANDLING ENVIRONMENT REVIEW ---
[ ] Date of Inspection
[ ] Time of Inspection
[ ] Trailer/Container Condition (Clean & Dry, Dirty/Debris Present, Odors/Contamination Detected, Structural Damage Noted)
[ ] Observed Environmental Anomalies (Temperature Deviation, Humidity/Moisture Issues, Improper Ventilation, Punctures/Leaks in Trailer, Inadequate Securing/Shifting)
[ ] Recorded Internal Temperature (°C/°F)
[ ] Detailed Observations of Handling Conditions
[ ] Upload Photos of Trailer Interior/Environment
[ ] Inspector Signature

--- EVIDENCE COLLECTION & CHAIN OF CUSTODY ---
[ ] Date of Incident Discovery
[ ] Time of Incident Discovery
[ ] Incident Location (Dock/Warehouse/Transit)
[ ] Photographic Evidence of Damage
[ ] Supporting Documentation (BOL/Manifest/Sensor Logs)
[ ] Evidence Types Collected (Photos of Packaging, Photos of Product, Temperature Log Exports, Impact Sensor Data, CCTV Footage)
[ ] Inspector/Auditor Signature

--- LIABILITY & CARRIER ATTRIBUTION ---
[ ] Primary Party at Fault (Carrier/Driver, Warehouse/Loading Team, Third-Party Logistics (3PL), Supplier/Origin Facility, Customer/Receiver, Unidentified/Unknown)
[ ] Contributing Factors (Improper Packaging, Inadequate Securing/Strapping, Environmental Exposure, Forklift/Equipment Mishandling, Inaccurate Documentation, Extreme Weather/Transit Conditions)
[ ] Detailed Incident Description
[ ] Supporting Evidence (Photos/Documents)
[ ] Investigating Officer Signature

--- CORRECTIVE ACTION & DISPOSITION PLAN ---
[ ] Disposition Action (Return to Vendor (RTV), Salvage/Recycle, Re-packaging/Re-labeling, Destruction/Scrap, Accept as-is (with concession))
[ ] Root Cause Analysis Summary
[ ] Preventative Measures Implemented (Staff Retraining, Equipment Repair/Maintenance, Carrier Warning Issued, Packaging Material Update, Process/SOP Revision)
[ ] Disposal/Return Authorization Document
[ ] Quality Manager Approval

--- FINAL REPORT & STAKEHOLDER NOTIFICATION ---
[ ] Report Completion Date
[ ] Stakeholders Notified (Carrier, Supplier/Vendor, Customer/Consignee, Warehouse Manager, Insurance Provider, Internal Quality Assurance Team)
[ ] Summary of Investigation Findings
[ ] Final Signed Incident Report (PDF)
[ ] Investigating Officer Signature

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