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Delivery damage report
A record of goods delivered damaged or short. Record the carrier, consignment and supplier, and how the delivery note was signed. Add each damaged, missing or wrong item with its quantity, value and photos of the item, packaging and labels, and the form totals the value. Record the packaging, whether goods were kept, the date the carrier was told in writing (the form shows the days from delivery), the date the supplier was told and the claim. Every question is listed below, and you can fill the live form in on this page.
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What should you do when a delivery arrives damaged?
Note visible damage or shortage on the delivery note before signing, photograph the goods, packaging and labels, keep everything for inspection, and tell the carrier and the supplier in writing straight away. Time limits depend on the contract. For international road carriage under the CMR convention, apparent damage is noted at delivery and damage that is not apparent is reported in writing within 7 days, Sundays and public holidays excepted.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against the CMR convention, Schedule to the Carriage of Goods by Road Act 1965 (article 30) and section 35 of the Sale of Goods Act 1979 (acceptance).
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Every question in the delivery damage report template
A delivery damage and shortage report: carrier, consignment and delivery note, how the POD was signed, each damaged or missing item with photos and value, packaging, notice to the carrier and the claim. 3 sections and 26 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
Delivery
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Delivery date*Date
- TimeTime
- Received by*Short answer
- Carrier*Short answer
- Consignment or delivery note numberShort answer
- SupplierShort answer
- How the delivery note was signedChoose one
- Noted as damaged or short
- Signed "unchecked"
- Signed clean
- CheckFor international road carriage, the CMR convention treats taking delivery without noting apparent loss or damage as prima facie evidence that the goods arrived as described. Where you can, note visible damage or shortage on the delivery note before signing.Shown when “How the delivery note was signed” is “Signed clean”
Items
- Damaged or missing itemsRepeat for each item. Each one asks:
- Item and product code*Short answer
- Quantity affectedNumber
- IssueChoose one
- Damaged
- Missing
- Wrong item
- Value (£)Number
- Photos (item, packaging and labels)Photos
- Total value affected (£)Worked out by the form
- Outer packagingChoose one
- Damaged
- Intact (concealed damage)
- Not applicable
- Goods and packaging kept for inspection?Yes or No
Notice and claim
- Date the carrier was told in writingDate
- Days from delivery to noticeWorked out by the formShown only when the answers above make it relevant
- CheckThe notice date is before the delivery date. Check both dates.Shown only when the answers above make it relevant
- CheckTime limits depend on the contract of carriage. Under the CMR convention (international road carriage), apparent loss or damage is noted at delivery, and damage that is not apparent is reported in writing within 7 days, Sundays and public holidays excepted. Check the carrier's own terms and give written notice straight away.
- Date the supplier was toldDate
- Claim referenceShort answer
- OutcomeChoose one
- Open
- Credited
- Replaced
- Rejected
- Completed by*Short answer
- SignatureSignature
See it filled in
A completed delivery damage report report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Delivery damage report FAQs
What if I signed the delivery note clean?
Under CMR, taking delivery without noting apparent loss or damage is prima facie evidence that the goods arrived as described, so a claim is harder. Photograph everything, get comments from the driver or depot in writing, and give written notice straight away.
What is concealed damage?
Damage inside packaging that looked intact. Record the packaging as intact and report it in writing as soon as it is found. Under CMR, damage that is not apparent must be reported within 7 days, Sundays and public holidays excepted.
Can I reject goods from the supplier?
Under section 35 of the Sale of Goods Act 1979, a buyer is not treated as having accepted delivered goods until they have had a reasonable opportunity to examine them. Tell the supplier promptly; the form records the date.
How long do I have to claim against the carrier?
It depends on the carrier's terms and the type of carriage. Check the terms and notify straight away. The form records the days from delivery to notice.
Does it total the claim?
Yes. Enter the value of each item affected and the form shows the total. Each item has its own photos for the item, packaging and labels.
Who uses this?
Goods-in teams, warehouses, retailers, contractors receiving materials and procurement teams.
Related
Related templates
Templates that go with the delivery damage report form
A goods-in and delivery inspection: each delivery with supplier, temperature, packaging, date codes, vehicle condition and accept or reject, with an 8°C warning for chilled food.
Delivery record signed on the device: items with quantities and condition, where they were left, photos, exceptions and the name and signature of who received them.
A 7-point container and trailer inspection: container and seal numbers, safety approval plate, undercarriage, doors, sides, front wall, roof and floor, reefer fan housing, cleanliness, accept or reject, photos and sign-off.
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