A carton of caps arrived damaged: what should you record at receipt?

Separate carton damage from product damage, preserving batch identity, photographs and the scope of assessment.

2026-10-19

Illustration of a damaged and an intact carton, a clipboard, a camera and sample caps in a separate tray. — AI-generated illustration; not an actual Peksan product, shipment or inspection.

Describe the observation first

A crushed carton corner alone does not show that every cap inside is damaged. An intact outer package does not mean the product has been accepted either. Distinguish what you can see: crushing or wetness on the carton, an opening in visible inner packaging, visible product damage or an unreadable label. Record unexamined inner packaging and product as “not inspected”, rather than marking them intact.

Preserve the identity from order to carton

Record the order and delivery-document numbers, product code and variant, batch information on the label, receipt date and time, total carton count and the location of suspect cartons. Link overview, damage and label photographs. In the GS1 approach, batch information supports traceability of product groups. Do not guess an unreadable batch number; ask the supplier to verify it. Do not assume every carton on a pallet belongs to the same batch.

Define the scope of suspect cartons

Identify suspect cartons and prevent their use pending an authorised quality assessment. If the affected scope cannot be established, escalate that uncertainty to the quality lead; do not assume only the visibly damaged carton is affected. Avoid opening product packaging merely for photographs. Follow the authorised procedure when inspection or sampling is required. Do not mix, clean or repack in ways that lose batch identity; manage necessary interventions through a recorded decision.

Separate sample findings from the decision to use

NIST describes acceptance sampling as an approach to deciding whether to accept or reject a lot. A few caps selected from a damaged carton may not represent the entire lot. This article is not a sampling plan and proposes no fixed sample size, AQL or acceptance limit. Determine the inspection method and scope using the intended application and agreed acceptance requirements. An earlier approved product sample does not by itself establish the condition of this delivery.

State which cartons the decision covers

The authorised quality assessment should identify its scope, findings, acceptance criteria, decision date and decision owner. Distinguish cartons released for use, held or rejected. Close only the assessed scope; do not turn missing information into an acceptance result. This record supports technical assessment; it does not determine transport liability, payment or compensation.

Send the supplier one traceable case file

Combine the product code/variant, order and delivery document, batch label, receipt date and time, known affected carton count, uncertain scope, photographs and current use status. Ask explicitly which additional records and inspections are needed. The 038.016CTP10L product page and current technical sheet are linked below for checking product identity; this example code is not a claim of damage. See the related articles for sample approval and carton/pallet quantities.