Key takeaway
Match the physical load to its records at every handover. Agree acceptance criteria, record exceptions and keep stock identity clear through storage and dispatch.
Before arrival: send a complete delivery brief
Give the receiving team the product description, expected quantity, pallet or package details, batch information and required storage conditions before the vehicle arrives. Include the booking reference, expected arrival time and the contact who can resolve discrepancies.
Agree who is responsible for unloading and what handling is included in the booking. If the delivery contains mixed products, partial pallets or special packaging, disclose this in advance. Planning around the actual load helps avoid last-minute decisions at the warehouse door.
- Confirm the appointment and the paperwork needed at the gate.
- Match the dispatch list to the goods being sent.
- Provide the agreed product acceptance criteria.
- Identify the contact for quantity, packaging or temperature exceptions.
At receipt: check the load against the agreement
Use a consistent receiving record. Compare the product, batch and quantity with the delivery documents, inspect the packaging and note visible damage. Carry out the temperature checks agreed for the product using the specified method, and record the result with the time and relevant load reference.
Where something does not match, document the discrepancy and follow the agreed hold or escalation procedure. Do not treat a delivery signature as a substitute for a clear acceptance decision. The sender, carrier and warehouse should know who can authorise the next step.
FAO’s transportation guidance highlights the need to protect food from contamination, damage and unsuitable conditions during transport. That makes the vehicle-to-warehouse handover an important point for checking that requirements have been maintained.
During handling: protect packaging and preserve identity
Confirm the agreed pallet dimensions, load weight and stacking restrictions before handling begins. Ask how damaged pallets, split loads and repacked goods are identified. If a pallet is divided, its product and batch identity should remain understandable to the team handling each part.
Discuss where goods wait before put-away and how the team coordinates movement into the assigned storage area. Request clear responsibilities for any additional wrapping, relabelling or sorting. These tasks can change both the handling requirements and the quotation, so settle them before arrival whenever possible.
In storage: agree stock rotation and release rules
Clarify how the warehouse will select stock for withdrawal. First in, first out (FIFO) follows receipt order; first expired, first out (FEFO) prioritises the earliest expiry date. Agree the appropriate approach for the product and customer requirements, including any batch that must remain on hold.
For example, a later delivery may have an earlier expiry date than stock already in the warehouse. A process based only on arrival order would not address that difference. Treat this as an illustrative planning scenario, and ask how the stock records support the rule you have agreed.
GS1’s traceability checklist identifies useful information around product movements, including quantities, batch identifiers and trading partners. Use that principle to agree which records you need to reconcile receipts, current stock and dispatches.
Before dispatch: prepare the order and the handover
Send a clear withdrawal request with the product, batch selection where required, quantity, collection details and authorised recipient. Confirm the notice period and the process for changing an order. Check that held or disputed stock cannot be released through an ordinary request.
Agree how the vehicle’s readiness and the required transport conditions are checked before loading. Coordinate picking and collection so that the goods are ready at the appropriate stage of the operation. Record any difference between the ordered quantity and the quantity actually handed over.
- Reconcile the order, picked goods and dispatch document.
- Check product identity, quantities and packaging condition.
- Complete the agreed temperature checks and exception records.
- Record the collection time, recipient and handover reference.
After dispatch: close the loop with usable records
Agree when stock reports will be issued and how corrections are approved. A short review of delivery discrepancies, delayed collections and repeated packaging issues can help both teams improve the next shipment. Keep the actions specific: what needs to change, who will do it and when it will be checked.
ACFIC provides handling and loading services alongside cold storage in 10th of Ramadan City. Send your load details and planned movements to discuss the service scope and arrangements for your goods.
Common questions
What is the difference between FIFO and FEFO?
FIFO selects stock by receipt order. FEFO selects stock by expiry date. The agreed approach must also respect product requirements, holds and customer instructions.
What should be recorded if a delivery is damaged?
Record the affected goods and quantities, batch details, observed damage and the agreed decision or escalation. Keep the record linked to the delivery reference.
Can handling be priced separately from storage?
Yes. Ask the provider to identify the included movements and any separate receiving, dispatch or additional handling charges in the quotation.
References
This is general planning guidance. Product specifications, applicable requirements and your quality team should determine storage conditions and shipment acceptance.