Start with the accepted references identified in the original cotton tote ordering checklist. At receipt, those records help distinguish the bag and quantity that were ordered from the stock actually observed, without deciding the cause or remedy in advance.
One carton appears to contain the wrong print. Another has fewer bags than its packing-list entry. Before the delivery is redistributed to shops, someone needs to preserve enough information to explain exactly what was received.
A record of cotton tote bag delivery discrepancies should connect the purchase order, individual cartons and affected products. It is not a refund promise or a substitute for the agreed contract. It gives the buyer, supplier and relevant carrier a clear account of what arrived.
Keep the affected stock identifiable
Set uncertain units aside with their carton reference, without mixing them into sale stock. Keep unaffected goods distinguishable too. If a bag is wet, stained or otherwise questionable, follow the appropriate handling procedure rather than cleaning it immediately for a better photograph.
Retain original packaging where it may help establish what happened. Follow the carrier’s and supplier’s applicable instructions promptly. Do not destroy, repair, forward or dispose of evidence simply because photographs have been taken.
DHL’s claim preparation guidance, for example, asks for shipment references, documents and photographs of goods and packaging. That is one carrier’s guidance, not a universal claims procedure. Your route, service and contract determine whom to notify and what deadlines apply.
Write down the expected and received quantities
Start with the order reference, delivery date, shipment identifier and the person recording the issue. Then use one line per affected SKU and carton. State the expected quantity, counted quantity and how the count was made.
| Carton | Expected | Observed | Evidence |
|---|---|---|---|
| C04 | Design A, 40 units | Design A, 36 units counted | Label photo, opened contents and count sheet |
| C07 | Design B, 40 units | 40 units with a different front print | Whole-bag photos and approved artwork reference |
These examples describe different problems: a quantity difference and a design difference. An excess in another carton should not silently cancel a shortage unless the agreed order permits that substitution.
For the planned identifiers and contents, refer to the carton packing guide. At receipt, preserve the labels actually present rather than rewriting them to match the intended plan.
Photograph the carton and the affected bags
Take an overall view of the unopened carton where available, its readable label, the opened contents and the specific issue. Keep original files. Record who opened the box and whether the contents had already been handled or moved before the images were taken.
Show a complete affected bag before taking close-ups. A close crop of a loose thread alone does not identify the style or establish how many units are affected. If scale matters, include a suitable measurement reference without obscuring the area.
Distinguish direct observations from proposed explanations. Write “outer carton torn on one corner” when that is visible. Do not write “carrier damaged the whole order” unless the available investigation supports that conclusion.
Compare with the right approved reference
Use the purchase order, accepted sample and final drawing or artwork version. Compare the cotton or canvas reference as well as the print: the correct design on an unapproved cloth is a different issue from a short count. Retain useful unaffected stock while the affected units are reviewed, rather than discarding the whole delivery for convenience. Follow the agreed handling instructions; photographs alone do not establish that questionable goods can be sold, reused or disposed of. State any substitutions approved before dispatch.
Where the issue concerns size, use the agreed measurement points and record the method. The finished measurement guide covers that consistency. Do not create a new tolerance after seeing the delivery.
Describe the scope honestly: all units counted, all opened cartons, or a stated selection. Finding a difference in three checked bags does not establish the proportion across an unexamined shipment.
Send facts first, then agree the next action
Send a concise summary with the photographs, count sheet and affected quantities. Ask the supplier to acknowledge the record, identify any additional information needed and confirm how the stock should be held while the issue is reviewed.
Record the agreed response separately from your initial finding. A request for replacement units, a proposed credit and an accepted resolution are different states. Keep the agreed response and written confirmation with the order file.
For a future order, Gahumi can discuss the specification, packing references and inspection priorities that your team wants recorded. Availability, acceptance criteria and commercial terms need project-specific confirmation.
Discuss your next tote order brief, use WhatsApp, or email gzgahumibag@gmail.com. For an existing order, include its reference so the issue can be identified.