Accurate freight billing relies on precise documentation of any modifications made to a package after its initial weighing. At GTBuy, we champion transparency. This guide outlines the simple, essential process for recording changes to ensure clear verification and avoid billing discrepancies.
The Core Principle: Document Every Change
Any alteration to a parcel's weight or physical packaging must be logged. This includes repackaging to consolidate items, adding protective materials, or removing excess boxes. A clear record protects all parties by providing an auditable trail.
The Standard Procedure: A Two-Step Record
For every adjustment, follow this mandatory two-step documentation protocol:
Step 1: Log the Details
- Date & Time:
- Reason for Change:
- Original Weight/Dimensions:
- Adjusted Weight/Dimensions:
- Person Responsible:
- Reason for Change:
Step 2: Capture Visual Evidence
- Clear Photographs:
- Required Shots:
- The package before
- The scale display showing the original
- The modification process (e.g., new packaging materials).
- The package after
- The scale display showing the new, final
- The scale display showing the original
- Photo Metadata:
- Required Shots:
Example Record Entry
| Field | Data |
|---|---|
| Modification Date/Time | 2023-10-26, 14:30 |
| Reason for Change | Consolidated two product boxes into one outer carton to reduce volumetric weight. |
| Original Weight | 2.4 kg (Photo Ref: IMG_001) |
| Adjusted Weight | 2.1 kg (Photo Ref: IMG_004) |
| Staff Initial | J.L. |
| Evidence Photos Attached | IMG_001 (before), IMG_002 (old scale), IMG_003 (new box), IMG_004 (after & new scale) |
Why This Matters: Benefits of Transparency
- Accurate Freight Billing:
- Dispute Resolution:
- Internal Accountability:
- Customer Trust:
- Dispute Resolution: