AFTER-SALES CLAIMS · October 6, 2026
Short Delivery From a Chinese Supplier: Prove the Quantity Gap
Prove a short delivery by reconciling the quantity due for this shipment with the quantity actually received, using matching units and dated evidence. Establish the gap before deciding whether the cause lies in packing, transport, receiving or an agreed partial shipment.
First establish what was due in this shipment
Collect the purchase order, approved amendments, shipment allocation, commercial invoice and packing list. Check whether an agreed split delivery, cancellation, substitution or outstanding balance explains the difference. Compare SKU, size, specification and unit of measure, not just the total invoice value.
The US International Trade Administration describes a packing list as an itemized record of package contents, weights and measurements. Use it as the declared packing reference, then compare it with receiving evidence; the document alone does not establish what physically arrived.
Preserve the receiving record before goods are mixed
Record the receiving date, shipment reference, package identifiers, seal details where relevant, visible condition and the count method. Photograph labels and the arrangement of the goods while keeping an identifiable link between images and cartons. Retain the delivery receipt and any contemporaneous discrepancy notes.
Separate package count from unit count. Identify which cartons were opened, whether every unit was counted and which quantities remain unverified. Where practical, have a second person check the discrepancy and record their role. Keep affected goods and packaging identifiable while the review is underway.
Example: 100 cartons expected, 98 received
Illustrative example: this shipment is due to contain 1,000 units in 100 cartons of 10. The receiving team records 98 cartons and verifies that each contains 10 correct units. The recorded receipt is 980 units and the gap is 20 units across two missing cartons. Attach the carton list and count record to support that calculation.
If only the carton count was checked, 980 units remains an assumption based on declared packing. If one received carton contains eight units, the verified total becomes 978 and the discrepancy includes both missing cartons and underpacking. Report these separately. Neither calculation by itself proves where the loss occurred.
Reconstruct the handovers without assigning fault prematurely
Request the supplier's packing and dispatch records, warehouse receipt, consolidation records where applicable, and relevant transport handover evidence. Map carton identifiers and recorded counts through each stage. Flag conflicting or missing records instead of selecting whichever count supports the desired outcome.
Notify the relevant parties promptly and check the actual contract, carrier and insurance procedures for applicable notice and evidence requirements. There is no universal claim deadline in this guide. A supplier quantity discrepancy and a transport loss may involve different parties and processes.
Request a precise remedy and close the quantity ledger
Send a concise discrepancy table with the SKU, quantity due, verified quantity received, gap, evidence references and unresolved questions. Ask the supplier or responsible provider to investigate and respond by an agreed date. Keep the requested remedy distinct from a remedy already accepted.
For an agreed replacement, record the replacement quantity, specification, inspection and shipping responsibilities. For an agreed credit, record the amount, currency and invoice allocation. Reconcile replacements and credits against the same original gap so it is not counted twice. Preserve the settlement and final receiving records; documentation does not guarantee recovery.
Continue your buyer checks
Missing cartons in consolidation →