How to Inspect a Pallet on Delivery — Inspect Pallet Guide

Why Inspection Matters

The 15 minutes you spend inspecting a pallet at the curb on delivery day determines whether you can recover damage costs later. Skip this step and any freight damage becomes your problem — not the carrier’s, not the seller’s. Spend the 15 minutes and you preserve every right you have to refund, replacement, or claim.

This isn’t paranoia. Freight handling causes visible damage on roughly 5–10% of pallet shipments. Most of that damage is recoverable through carrier claims, but only if it’s documented at the moment of delivery.

Before the Truck Arrives

1. Confirm the delivery appointment is on your calendar with the right phone number
2. Charge your phone — you’ll be taking photos and possibly making calls
3. Have a printout of the manifest or open it on your phone before the truck shows
4. Clear space where the pallet will land (clean, flat, accessible)
5. Have a pallet jack, hand truck, or unloading help ready if needed
6. Have a utility knife or scissors to cut shrink wrap

At the Curb — The 15-Minute Inspection

1. Photograph the truck with the pallet visible inside, before unloading
2. Photograph all four sides of the pallet while it’s still on the truck or on the liftgate
3. Walk around the pallet looking for visible damage: torn shrink wrap, crushed corners, broken boxes inside the wrap, fluid stains, smashed sides
4. Compare the pallet count and weight to your order — does the carrier’s BOL match what you ordered?
5. If you see any visible damage: do not refuse the shipment. Refusing forfeits your claim rights
6. Sign the BOL with a damage notation: write “Received with visible damage — see attached photos” or similar specific note
7. Get the driver’s name and the carrier’s truck number on your phone notes
8. Take final photos after unloading, showing where the damage is
9. Email the photos and BOL to sales@palletkings.shop within 48 hours

After Unloading — The Detailed Inspection

Once the truck leaves and you’ve got the pallet in your space:

1. Don’t fully unwrap immediately. Cut the shrink wrap at the top first, photographing as you go
2. Photograph each layer as you remove boxes — this documents internal condition before you touch anything
3. Sort by condition as you unstack: visibly damaged, packaging intact, sealed retail
4. Compare to manifest line-by-line — mark off each item as you find it
5. Note discrepancies: missing items, substituted items, wrong condition vs. listed
6. Photograph any hidden damage: items broken inside packaging, fluid leaks, mold, water damage
7. Track total items received vs. manifested — if you’re below 70% manifest accuracy, you have a partial refund claim

Two Kinds of Damage, Two Kinds of Claims

Visible / freight damage

Damage caused by the carrier in transit — crushed boxes, broken pallets, fluid leaks. Must be noted on the BOL at delivery. Carrier claim process, handled by the seller (us) on your behalf. Timeline: 48 hours from delivery to start the claim.

Hidden / pre-existing damage

Damage that wasn’t visible at the curb but appears when you unpack — broken items inside intact boxes, defective electronics, missing parts. Could be freight damage hidden inside packaging or pre-existing condition. Document with photos and file within 14 days at PalletKings.

Documentation Standards

Photos should be:

• Clear, in-focus, and well-lit
• Wide-angle (whole pallet/box) plus close-up (specific damage)
• Timestamped (most phones do this automatically)
• Include the manifest or BOL in at least one shot for reference

Videos are even better than photos for documenting damage. A 30-second walk-around video shot during unboxing is iron-clad documentation.

When to Refuse vs. Accept Damaged Shipments

Default is always accept. Refusing should be reserved for catastrophic damage (pallet broken in half, entire load soaked, etc.) where the entire shipment is plausibly worthless.

For partial damage, accept with notation. The freight claim process recovers your costs for damaged units while letting you sell the undamaged inventory.

If you’re not sure, accept with notation. You can always not pursue the claim later. You can’t un-refuse a shipment.

Filing the Claim

At PalletKings, you email sales@palletkings.shop with:

• Your order number
• Photos of the damage (visible and hidden)
• Scanned or photographed BOL showing your damage notation
• Brief description of what’s wrong
• Your preferred resolution (refund vs. replacement)

We respond within 1 business day. If the claim is straightforward, refunds typically post within 5 business days of approval.

Frequently Asked Questions