From warehouse to forwarder in China: completing handover
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Published by Jeton Express · JETON EXPRESS SERVICE LIMITED
After consolidation, connect the approved inventory with the packages collected by the carrier.
On this page
Contact us- Packing
- Final record
- Approval
- Handover
Prepare the final version
Separate dispatch-ready and outstanding orders. Give the batch a reference and link supplier, order and packages. After repacking, update counts, dimensions and weight. Share the same inventory version with warehouse and forwarder.
Agree who authorizes and receives
Confirm the pickup window, authorized person, batch identification and handover paperwork. Agree count, exterior condition, seal or photo checks. These operational checks are not a full product inspection. Review contractual risk allocation separately.
Record discrepancies before departure
For missing packages or visible damage, record reference, affected count, photos and the agreed decision. Keep handover evidence and update dispatched inventory. A signature or tracking event alone does not establish each box’s contents; define what the record covers.
Pickup uses an outdated version
If pickup instructions still describe packages from before repacking, identify the correct version before handover. Link the batch reference, included orders, package count, updated dimensions and weight. Share that version with the warehouse and forwarder and obtain confirmation of the instructions to use. A warehouse prealert form helps organize these fields; completing the tool does not establish that a carrier accepted the pickup or verified the measurements. Keep the operational confirmation with the batch record.
Part of the batch stays behind
If only part of the batch can leave, list the authorized orders and packages separately from outstanding items. Record who approved partial dispatch and which discrepancies require clarification. Handover paperwork should match the packages actually collected. Before closing the movement, compare the list with the handover record and retain the count remaining at the warehouse. A partial pickup should preserve the status of unresolved orders so the next coordinator can see what still needs a decision.
A package has visible damage
If a package has visible damage at pickup, identify its reference and record the observed condition, affected count and agreed photographs. Obtain the decision to wait, separate it or continue before updating dispatched inventory. Retain the approving person and handover evidence with the batch. State the scope of the check: observing the exterior or a seal does not establish the contents or settle contractual risk allocation. Review that allocation against the relevant agreement separately.