Prepare the comparison set
Have the final quotation, approved specification and any applicable document references ready before receipt. The useful comparison is between the order that was actually confirmed and the delivered shipment—not between the package and an older catalog screenshot.
Record the delivery as received
- Record the receipt date, shipment reference and visible package condition.
- Count outer packs and individual containers without assuming the outer-pack count is the vial count.
- Match product names, stated amounts, units and batch identifiers.
- Check that supplied documents refer to the relevant product and batch.
- Retain packaging and photographs if an identity or transit discrepancy needs investigation.
Keep different questions separate
Visible package condition does not establish chemical identity or analytical quality. Likewise, a report does not prove the condition of a package after transit. Record observations separately so the supplier and your receiving team can identify what needs review.
Follow the supplied product-specific handling information and your organisation’s procedures. Do not infer storage conditions from the colour of packaging or from a generic online guide.
Report a mismatch with enough context
Send the order reference, product name, relevant batch number and a brief description of the discrepancy through the established contact channel. Include the specific label or document field that differs. Avoid sharing unrelated customer details or confidential project information in photographs.
Keep the material out of the intended workflow until the responsible team has resolved any significant identity or specification concern.