Food safety
Retail Receiving Checklist for Store Deliveries
- Who checks
- Receiving clerk, stockroom manager or store manager
- When
- Every delivery, before signing the paperwork
- Time
- ~20 min · 25 items
| Location | Date and time | Inspector | Signature |
Anything missed at receiving, the store pays for: short shipments, damaged goods, short-dated product, prices above what was agreed. Once the driver has left and the delivery note is signed, a claim against the supplier is nearly impossible to prove. For food there's a safety risk too: chilled product that traveled in a warm truck looks no different from good product.
Receive in order: paperwork and the truck before unloading, then counting and inspection, and only then the signature. Temperature and shelf-life items apply to food; size and serial number items apply to apparel and electronics — skip whatever doesn't apply to your format.
Before unloading
-
1
The delivery matches the order and the schedule Supplier, date and delivery window match the order; unordered goods are not accepted without the store manager's approval.☐ Yes☐ No
-
2
The seal on the truck or container is intact and its number matches the paperwork Check the seal number against the delivery note or transport document before the truck is opened.☐ Yes☐ No
-
3
The reefer unit is running and the trailer display shows the set temperature For chilled and frozen products: check the display reading or the temperature recorder printout for the trip.☐ Yes☐ No
-
4
The truck is clean with no odor, and food isn't transported with chemicals No dirt or signs of leaks inside; household chemicals and food are separated or shipped on different runs.☐ Yes☐ No
-
5
The full set of shipping documents is handed over There is a delivery note plus every document your country's laws require for this type of product.☐ Yes☐ No
Paperwork
-
6
Item names and quantities on the delivery note match the order Check line by line; unapproved SKU substitutions are recorded as a discrepancy.☐ Yes☐ No
-
7
Prices on the delivery note match those agreed in the order Check the price of every line or against the order in the inventory system; overpricing is a discrepancy to resolve before signing.☐ Yes☐ No
-
8
Quality and safety documents for the goods are attached Certificates, declarations or quality documents to the extent your country's laws require for this product group.☐ Yes☐ No
-
9
Goods subject to mandatory track-and-trace labeling are accepted in the tracking system If your country requires digital product tracking for this group, codes are scanned and receipt is confirmed in the system.☐ Yes☐ No
Counting and inspection
-
10
The number of packages matches the paperwork before opening Count pallets and cases with the driver present.☐ Yes☐ No
-
11
Quantities are counted for every line item Weighed goods are weighed on calibrated scales, unit goods are counted; cases showing signs of opening are counted unit by unit.☐ Yes☐ No
-
12
Packaging is intact: no dents, swelling, leaks or signs of tampering Inspect every package; pallet wrap hasn't been rewrapped and case tape is the manufacturer's.☐ Yes☐ No
-
13
Remaining shelf life is no less than set by the contract or chain standard For food and other dated products: check dates on 2–3 units from different cases of each item.☐ Yes☐ No
-
14
Measured temperature of chilled product, °C For chilled food: probe between packages or a reference unit; typically 0…+5 °C (some regulations allow up to +6 °C) unless the manufacturer says otherwise. If higher, don't accept without a decision from the person in charge.
-
15
Frozen product is solid with no signs of thawing For frozen food: no clumped pieces, frost or ice inside the packaging, no drips on cases; −18 °C or below when probed between packages (some regulations briefly allow up to −15 °C during delivery).☐ Yes☐ No
-
16
Apparel and footwear match the packing list by size and color For non-food formats: open 2–3 cases at random and check the size run, colors and quantities.☐ Yes☐ No
-
17
Serial numbers of electronics match the paperwork If serial numbers are tracked: check the number on the box against the delivery note; the box shows no signs of repacking.☐ Yes☐ No
Discrepancies and records
-
18
Quantity and quality discrepancies are recorded in a report with the supplier's representative The discrepancy report is drawn up before the truck leaves and signed by the driver; photos of damaged goods are attached.☐ Yes☐ No
-
19
Rejected and damaged goods are kept separate from accepted goods Returns are held in a separate, labeled area and don't reach the stockroom or sales floor.☐ Yes☐ No
-
20
Documents are signed only after counting is complete The time of signing matches the end of receiving; signing blind while the driver rushes you is a violation.☐ Yes☐ No
-
21
The delivery is posted in the inventory system on the day of receipt The receiving document is created and posted, and quantities match what was actually received.☐ Yes☐ No
Putting stock away
-
22
Chilled and frozen goods are put into refrigeration first For grocery formats: immediately after inspection, before receiving dry goods; they don't sit on the dock or in the corridor.☐ Yes☐ No
-
23
Accepted goods are on racks or pallets, not on the floor No cases sitting directly on the stockroom floor or in aisles.☐ Yes☐ No
-
24
Stretch wrap, empty pallets and packaging are cleared from the dock The receiving area is clear for the next truck.☐ Yes☐ No
-
25
Receiving doors are closed after unloading Doors aren't left open unattended: cold air escapes and stock can go missing.☐ Yes☐ No
This template is a starting point. Check the limits and wording against your local regulations, your company standards and the equipment manufacturers' instructions.
jeCheck · https://jecheck.io/en/templates/store-goods-receiving
Common violations
- The delivery note is signed before counting because the driver is in a hurry: the short shipment is then written off at the store's expense.
- Chilled goods are accepted without a temperature check — if the truck ran with the reefer off, the store sells product that was stored improperly.
- Remaining shelf life isn't checked, and the store gets product that needs marking down within days.
- Damage isn't recorded in a report with the driver present and is "sorted out by phone later": without a signed report, the supplier rejects the claim.
- Perishables sit on the dock while dry goods are unloaded and counted — the cold chain breaks inside the store itself.
Frequently asked questions
Yes, but only with a discrepancy report signed by the supplier's representative. The report records shortages, overages or damage for each line, and only the quantity actually received is accepted and paid for.
Don't accept it without a decision from the person in charge: record the temperature and time, photograph the reading and issue a rejection or report. Such cases are decided under chain rules and local food safety regulations.
Packages are always counted; contents of cases are counted selectively or per chain rules. A full count is mandatory for high-value goods, cases showing signs of opening and suppliers with a history of short shipments.
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