The short answer
Keep references, vehicle details and quantities together. Make unknown details visible rather than guessing before a quotation.
1. Agree on the receiving information.
Discuss the references, item counts, carton numbering and handling information needed by the receiving team.
2. Match labels to the packing list.
Use consistent item references and carton identifiers. Clarify whether quantities are pieces, sets or another unit.
3. Prepare the receiving check.
Compare received cartons with the agreed packing list and record any discrepancy with the affected carton and item references.
Example format
| Part | Reference | Vehicle | Quantity | Open question |
|---|---|---|---|---|
| Brake pads | To confirm | Vehicle details attached | 20 sets | Confirm front axle |
Illustrative format only; not a live order or supply record.
Before you send it
- Keep references and quantities on separate lines.
- Attach labelled photos when a reference is unclear.
- List open questions for review.
