Receiving Your Book Shipment: What to Check When It Arrives
After months of writing, designing, editing and planning, few moments are more exciting than seeing your finished books arrive.
At Color House Graphics, we carefully pack and prepare every order for shipment. But once a shipment leaves our facility, it begins another important part of its journey: transportation through third-party freight or parcel carriers.
Most shipments arrive exactly as expected. Occasionally, however, cartons can be damaged, pallets can shift, or items can be lost during transit. Knowing what to look for when your books arrive can make a significant difference if a shipping issue does occur. That’s why we’ve created a new Shipping and Receiving Support resource to help customers know exactly what to do when a shipment arrives.
Before You Sign, Take a Look
Whether you’re receiving several cartons or an entire pallet of books, one of the most important things you can do is inspect the shipment before accepting it.
Take a few moments to look at the overall condition of the delivery. Are any cartons crushed, torn, punctured or wet? Is the pallet damaged or leaning? Has the stretch wrap been torn or removed? Does the number of cartons or pallets match the carrier’s paperwork?
If you notice visible damage or missing items, make sure it is documented on the carrier’s delivery receipt before you sign for the shipment. That initial documentation creates an important record of the condition of the shipment at the time it was delivered.
Your Phone Can Be One of Your Best Tools
If something doesn’t look right, take photos. Photograph the shipment before you begin unpacking it, including the overall pallet or delivery, damaged cartons, stretch wrap, pallet damage and carrier labels. Once opened, photograph any damaged books as well.
It may feel like an unnecessary step in the moment, but those images can become valuable documentation if a freight claim needs to be filed.
Don’t Throw Away the Packaging Yet
When you find damaged books, your first instinct may be to unpack everything and immediately clean up the damaged cartons and packaging.
Hold onto them.
Carriers may request additional photographs or need to inspect the packaging as part of the claims process. Keep damaged cartons, pallets, stretch wrap, shipping labels and affected books until the issue has been resolved or you’ve been told they can be discarded.
What If the Damage Was Hidden?
Not every shipping problem is visible from the outside. A carton may appear perfectly fine while some of the books inside were damaged during transportation. This is known as concealed damage.
If you discover damage after opening your shipment, document it as soon as possible. Take photos of the books as well as the original cartons and packing materials, and contact Color House Graphics promptly.
Carrier reporting requirements and deadlines can vary, so the sooner an issue is identified, the better opportunity we have to help determine the next steps.
What About Missing Books or Cartons?
If the quantity you receive doesn’t match your shipping documentation, let us know. Our team can review production, packing and shipping records to help determine where the discrepancy occurred.
There is an important difference between a manufacturing or packing shortage and products that were lost or damaged while in a carrier’s possession. Identifying what happened helps determine how the issue should be handled and what steps need to come next.
A Little Preparation Can Make a Big Difference
Shipping issues are never the part of a book project anyone looks forward to. Fortunately, knowing what to check, and documenting problems immediately, can make the resolution process much easier.
Our new Receiving Your Shipment resource walks you through the process, including:
- What to inspect before signing for a delivery
- What photos to take if you notice damage
- What packaging materials to keep
- What to do about concealed damage
- How to report missing books or cartons
- What happens when you arrange your own freight
- What information to provide Color House Graphics when you need assistance
Bookmark the guide before your next shipment arrives:
Receiving Your Shipment
If your shipment arrives damaged or incomplete, contact Color House Graphics promptly. Our team will review the information with you and help determine the appropriate next steps.
