Reconcile the approved item list
Compare the shipment preparation list with the approved order. Check the line references, part descriptions and quantities. Resolve differences using the agreed order version so substitutions or quantity changes do not remain ambiguous.
- Approved order version
- Item references and descriptions
- Quantity reconciliation
Review packing and markings
Confirm the agreed carton grouping and any required labels. Check that packing references can be linked to the product list. Where photographs form part of the agreed review, identify which items or packages they cover.
- Carton grouping and packing method
- Labels and shipping marks
- Photos linked to specific items
Coordinate shipment documents
Identify the documents required for the particular order and destination with the relevant parties. Review consignee details, item descriptions and agreed trade terms for consistency. Document requirements vary by shipment; agree the applicable set before dispatch.
- Consignee and destination details
- Consistent item descriptions
- Applicable documents and trade terms
Record the final dispatch agreement
Keep the final packing list, confirmed quantities and shipment instructions together. Record any agreed change before dispatch and make sure both teams work from the same version. This provides a clear reference for receipt and follow-up.
- Final quantities and packing list
- Agreed shipment instructions
- Record of approved changes
