Project Cabinetry Receiving Checklist

Prepare the Receiving Documents Before Arrival

Before the shipment reaches the project site, prepare the documents needed for checking.

Depending on the agreed project and delivery scope, these may include:

• Commercial invoice

• Packing list

• Bill of lading or other transport document

• Delivery order

• Delivery receipt

• Cabinet or room schedule

• Approved drawings

• Carton or package list

• Hardware or accessory list

• Relevant shipping instructions

• Project contact list

• Exception-reporting contact details

The project team should know which document will be used as the receiving reference before unloading begins.

Check the Vehicle, Container or Seal Where Applicable

Where the delivery method allows it, record the condition of the transport unit before unloading.

Check and document:

• Vehicle or container identification

• Seal number, where applicable

• Whether the seal appears intact

• Visible external impact

• Water ingress or unusual moisture

• Container or vehicle door condition

• Major deformation

• Signs of load movement

• Unusual carton displacement near the opening

Take wide photographs before packages are moved.

If an irregular condition is visible, record it before unloading continues.

Review the Bill of Lading or Delivery Receipt

The transport document or delivery receipt should be reviewed at the time of handover.

Check:

• Shipment or consignment reference

• Number of packages shown

• Delivery date and time

• Visible exceptions

• Shortage notes

• Damaged packaging notes

• Seal or vehicle information where relevant

• Consignee or receiving-party information

If visible damage or shortages are identified during handover, record them according to the applicable delivery documents and project procedure.

Do not rely only on verbal discussion.

Check the Packing List

Use the packing list as one of the main references for receiving.

Confirm:

• Total package count

• Room identification

• Unit or apartment number where applicable

• Cabinet codes

• Carton numbers

• Accessory cartons

• Hardware packages

• Loose panels

• Glass, mirrors or other fragile components

• Special items

Do not combine all packages into one count if the project requires room-by-room or unit-by-unit control.

Confirm Carton, Room, Unit and Cabinet Codes

Before cartons are distributed around the site, verify that the labels correspond with the project documents.

Check:

• Room code

• Unit code

• Cabinet code

• Carton number

• Quantity

• Drawing reference if shown

• Hardware or accessory identification

Unclear or missing labels should be photographed before the package is moved or opened.

Where possible, keep items grouped by room, unit or cabinet code.

This reduces the risk of installers mixing components from different areas.

Check Quantity, Shortages and Incorrect Items

Compare the physical shipment against the packing list and approved project information.

Record:

• Missing cartons

• Extra cartons

• Incorrect labels

• Duplicated items

• Wrong cabinet codes

• Missing hardware packages

• Missing accessories

• Items assigned to the wrong room or unit

A package count alone does not confirm that every required component is present.

Large panels, doors, small hardware, accessories and loose components may need separate checks.

Inspect Visible Damage Before Unpacking

Check the outside of each package before opening.

Look for:

• Crushed corners

• Punctures

• Torn cartons

• Wet packaging

• Open cartons

• Broken strapping

• Damaged pallet corners

• Compression marks

• Heavy impact

• Shifted loads

• Damaged edge protection

Take both:

• Wide photographs showing the full package

• Close-up photographs showing the specific condition

Record the carton or package number in the same evidence set.

Inspect for Concealed Damage After Opening

External packaging may look acceptable while internal parts have been affected.

After unpacking, check:

• Panel corners

• Door surfaces

• Drawer fronts

• Edges

• Glass

• Mirrors

• Hardware

• Shelves

• Exposed panels

• Decorative finishes

• Countertops where applicable

Possible issues may include:

• Chips

• Cracks

• Scratches

• Dents

• Swelling

• Staining

• Finish mismatch

• Broken glass

• Damaged hardware

• Deformation

• Loose fittings

Do not mix concealed transport damage, manufacturing quality issues and installation damage into the same category.

Record the observed condition first, then allow the relevant project parties to review the cause and responsibility.

Create Photo, Video and Document Evidence

A useful receiving record should connect each issue with the relevant item.

Where practical, record:

• Carton number

• Cabinet or part code

• Room or unit

• Photo file reference

• Video reference

• Issue description

• Observed condition

• Date

• Receiving location

For significant exceptions, include:

1. Wide view of the shipment or package

2. Label photograph

3. Close-up of the issue

4. Another angle showing scale or location

5. Unpacked item where relevant

Avoid repairing, disposing of or altering evidence before the issue has been reviewed.

Retain Packaging Where Required

Packaging can help clarify how an item was protected and where damage may have occurred.

For affected items, retain relevant packaging where practical until the exception has been reviewed.

This may include:

• Cartons

• Corner protection

• Foam

• Straps

• Pallet material

• Internal separators

• Labels

Do not discard important packaging immediately when a claim, inspection or responsibility review may still be required.

Record OSD Exceptions

OSD commonly refers to:

Overage, Shortage and Damage.

A project receiving record may separate exceptions into:

• Overage

• Shortage

• Visible damage

• Concealed damage

• Incorrect item

• Incorrect label

• Document discrepancy

• Missing accessory

• Unclear status

Each exception should have its own record rather than being hidden inside general receiving notes.

Quarantine Items That Should Not Enter Installation

Some items should be separated from normal installation flow while they are being reviewed.

A quarantine area or clear hold label can be used for items such as:

• Damaged panels

• Incorrect items

• Unidentified cartons

• Wet packages

• Parts with unresolved dimensional concerns

• Components awaiting replacement decision

Quarantine does not automatically determine who is responsible.

It simply prevents unresolved items from being installed or mixed with accepted components.

Use Release, Partial Release or Hold Status

After receiving inspection, the project team can classify the shipment or area into one of three working statuses.

Release

The checked items are suitable to proceed to the next planned stage, subject to normal installation checks.

Partial Release

Some items can proceed, while identified exceptions remain separated and recorded.

Hold

Installation or distribution should not proceed for the affected items until the exception has been reviewed.

These statuses help separate receiving control from final responsibility decisions.

Define Installation-Release Conditions

Cabinetry should not move into installation simply because it has arrived.

Before release to installers, confirm the relevant conditions, such as:

• Required quantities have been checked

• Room or cabinet codes are clear

• Major visible exceptions are recorded

• Critical damaged items are separated

• Required installation drawings are available

• The correct drawing revision is being used

• Appliance information is confirmed where relevant

• Site access is ready

• Walls, floors and service points are ready where required

• Unresolved items that may affect installation have been identified

The exact release conditions depend on the project and installation responsibility.

Responsibility Matrix

Packing Documents

Supplier / Production Side:
Provide packing documents according to the confirmed supply scope.

Buyer / Project Team:
Review documents before delivery.

Carrier / Delivery Party:
Provide applicable transport handover documents.

Local Contractor / Installer:
Support site receiving where assigned.

Packing List

Supplier / Production Side:
Provide the applicable packing list.

Buyer / Project Team:
Use the packing list for receiving checks.

Local Contractor / Installer:
Use room, unit or cabinet information where relevant.

Transport Handover

Supplier / Production Side:
Coordinate according to the agreed delivery scope.

Buyer / Project Team:
Coordinate receiving arrangements.

Carrier / Delivery Party:
Provide transport handover documentation and participate in handover according to the applicable transport process.

Local Contractor / Installer:
Support site access where assigned.

External Package Condition

Supplier / Production Side:
Review evidence if an exception is reported.

Buyer / Project Team:
Record package condition during receiving.

Carrier / Delivery Party:
Participate in review where transport responsibility applies.

Local Contractor / Installer:
Support documentation where assigned.

Quantity Check

Supplier / Production Side:
Provide reference documents for the confirmed supply scope.

Buyer / Project Team:
Lead or coordinate the receiving check.

Local Contractor / Installer:
Support room or site distribution where assigned.

Damage Evidence

Supplier / Production Side:
Review submitted evidence for supplied items.

Buyer / Project Team:
Record and retain relevant evidence.

Carrier / Delivery Party:
Review where transport responsibility applies.

Local Contractor / Installer:
Avoid altering relevant evidence before review.

Manufacturing Quality Issue

Supplier / Production Side:
Review the supplied item against the approved project information.

Buyer / Project Team:
Record and report the observed condition.

Local Contractor / Installer:
Report the issue before installation if it is identified at the site.

Installation Damage

Buyer / Project Team:
Coordinate review of the issue.

Local Contractor / Installer:
Record and review installation-stage damage where applicable.

Quarantine

Supplier / Production Side:
Support review and clarification where required.

Buyer / Project Team:
Coordinate hold status.

Local Contractor / Installer:
Do not install held items.

Release Decision

Supplier / Production Side:
Provide clarification where required.

Buyer / Project Team:
Coordinate the project release decision.

Local Contractor / Installer:
Proceed only with released items.

The actual project responsibility should follow the contract, commercial terms, shipping documents, handover records and local installation arrangements.

Report Exceptions and Track Them to Closure

An exception record should remain open until the project team has agreed on the next action.

A simple exception log may include:

• Issue number

• Date

• Room or unit

• Carton or part code

• Issue category

• Photographs

• Current status

• Responsible review party

• Proposed action

• Replacement or repair status

• Closure date

• Closure evidence

Possible actions may include:

• Clarification

• Additional inspection

• Replacement

• Repair

• Local adjustment

• Partial installation

• Return

• Acceptance as recorded

Responsibility should not be assumed before the relevant evidence and project documents are reviewed.