Receiving furniture at a hotel is a separate control point from factory inspection. The site team may be handling several trucks, limited storage space and rooms scheduled for installation. A simple, consistent record helps procurement, the carrier, installer and supplier discuss the same shipment facts.
This checklist is a planning aid, not a substitute for the purchase contract, carrier terms, insurance instructions or local law. Confirm those requirements before delivery and assign one person to coordinate records.
Before the truck arrives
- Confirm the delivery window, unloading responsibility, access route, lift or doorway limits and temporary storage area.
- Have the latest packing list, purchase-order line items, room schedule and approved carton-mark key available to the receiving team.
- Agree how shortages, overages, concealed damage and rejected cartons will be noted on the delivery record.
- Prepare a phone or camera, labels, a tape measure and a shared issue log. Do not remove or discard packaging before required evidence is captured.
Match each carton to the project record
Record the delivery date, vehicle or consignment reference, carton mark, product or model, quantity, intended room or area and the condition at handover. Compare counts with the packing list rather than relying only on pallet totals. If marks are missing or duplicated, keep the carton together with the exception record until its identity is confirmed.
Inspect in a repeatable sequence
- Photograph the overall load before unloading, where safe and permitted.
- Check cartons for punctures, crushed corners, water exposure, broken bands or signs of re-taping.
- For visible damage, take a wide photo showing the carton mark and a close photo showing the damage. Include a scale where size matters.
- Open cartons only as agreed in the receiving plan. Photograph internal protection and the product before moving it if damage is suspected.
- Separate accepted, unidentified and exception items in the log. Do not silently substitute a similar-looking item.
Use an issue log that supports follow-up
For each exception, capture a unique issue number, carton mark, room or location, item, quantity affected, description, photos, person recording it and the next action owner. Keep opinions separate from observations: “outer carton wet on lower edge” is more useful than “poor packaging.” Ask the responsible parties what notices, forms or time limits apply; do not assume a photo alone preserves a claim.
After counts are reconciled, share one version of the receiving log with the project team and retain the original delivery paperwork. For upstream packing controls, see the furniture packaging and transit-risk guide. For a project-specific checklist, send the room schedule and delivery plan to Baotian.