BBDBuy: How to Record Repacking Details and Shipping Adjustments Clearly
Clear logging ensures fair freight billing and streamlines dispute resolution.
In international shipping and logistics, items are often repacked for efficiency and protection. However, changes in package dimensions or weight after repacking can lead to billing discrepancies and disputes. Maintaining clear, detailed records of all packaging changes is not just good practice—it's essential for cost accuracy and smooth operations.
Why Clear Record-Keeping is Critical
- Fair Billing:
- Dispute Resolution:
- Process Transparency:
- Internal Accountability:
- Dispute Resolution:
A Step-by-Step Guide to Recording Details
Step 1: Document the Original State
Before any repacking begins, record:
- Original Dimensions:
- Original Weight:
- Photos/Videos:
- Original Weight:
Step 2: Detail the Repacking Process
Log the specific changes made:
- Reason for Repack:
- Materials Used:
- Action Taken:
- Materials Used:
Step 3: Record the Final Adjusted State
After repacking, immediately capture:
- New Dimensions: New Weight:Final Visual Proof:
Step 4: Calculate and Note the Adjustment
Explicitly state the change:
- E.g., "Volumetric weight reduced from 8.2 kg to 4.5 kg."
- E.g., "Dimensions changed from 40x30x25cm to 35x28x20cm."
Tools & Templates for Effective Logging
Standardized Log Sheet (Digital or Physical)
Create a form with fields for all data points above: Order/Transaction ID, Date, Original/Final Metrics, Person Responsible, and Approval.
Dedicated Photography/Video Protocol
Use a consistent background and include labeled tags (Order #) in visual proof. Store files in an organized cloud folder linked to the order.
Integrated System Comments
If using a logistics platform (like BBDBuy's system), always use the "Remarks" or "Internal Notes" section to paste a summary of the change with image links.
Best Practices for Clear Communication
- Be Timely:duringafter
- Be Objective & Factual:
- Centralize Records:
- Communicate with Clients:
- Be Objective & Factual: