What to do when a part is missing at delivery

Match the packing list to the order at receipt; record the missing code, quantity and affected set, then verify readiness for use separately.

2 November 2025Updated 23 September 2026

Short answer

Have two people match the order and packing list at receipt. Record the missing part code and quantity, packaging condition, photos and affected equipment, then notify the supplier in writing. Confirm a completion date and any approved interim setup separately; do not mark an incomplete set ready for use.

Record shortages, damage and incorrect items separately at receipt. Link the order number, part code, expected and received quantities, and pre-opening packaging photos in one report.

Check shortage notification and partial-acceptance terms in the order documents; do not assume a deadline or payment outcome. Notify the supplier in writing and retain the confirmed completion plan.

Identify which complete sets are ready before releasing affected equipment for use. Apply an interim setup only after the manufacturer or authorised supplier confirms fit for the exact model, product and load; keep the shortage record open until resolved.