LoveGoBuy: Improving Traceability with Package Documentation
Maintaining clear package documentation throughout the shipping process is essential for providing exceptional service. This guide explains LoveGoBuy's standardized procedure for recording parcel photos and repacking updates in our tracking spreadsheets.
Why Package Documentation Matters
Proper documentation creates transparency and builds trust with customers by providing visual confirmation of their package's condition and journey.
- Visual proof of package condition before shipment
- Clear tracking of packaging modifications
- Reference materials for customer support inquiries
- Quality control for packaging processes
Step-by-Step Documentation Process
1. Initial Package Receipt Photos
Begin by taking clear photos of the original package when it arrives at our facility:
- Front view showing shipping labels
- Side angles showing package condition
- Close-ups of any existing damage
- Internal item photos if packaging is opened for inspection
2. Repacking Documentation
Record any repacking activities that occur:
- Take "before" photos if consolidation is required
- Document additional padding or protective materials added
- Photograph the final packaged state before sealing
- Note any special handling requirements in the spreadsheet
3. Spreadsheet Entry Protocol
Update the tracking spreadsheet with the following information:
| Column | Required Information |
|---|---|
| Order ID | Unique identifier for each order |
| Photo Links | Hyperlinks to stored package photos |
| Repacking Date | Date when packaging occurred |
| Package Notes | Any observations or special handling notes |
| Staff Initials | Initials of the team member who processed the package |
Best Practices for Photo Documentation
Lighting Quality
Ensure photos are well-lit and taken against a neutral background for clarity.
Angle Variety
Capture multiple angles to comprehensively document package condition.
Label Legibility
Make sure shipping labels and tracking numbers are clearly visible in photos.
Timely Upload
Upload photos to the shared drive and update spreadsheet entries within 4 hours of processing.
Template for Spreadsheet Entries
Order Number:
Photo Directory:
Repacking Notes:
Processed By:
Continuous Improvement
By consistently documenting each packaging stage, LoveGoBuy enhances operational transparency and customer confidence. Regular audits of our documentation process help identify areas for improvement and maintain the high standards our customers expect.