Clear communication and accurate record-keeping are essential for a smooth international parcel forwarding experience. To ensure transparency in freight calculation and prevent any misunderstandings, it is crucial to properly log all parcel adjustments. This guide explains how to record weight changes and repacking requests in the shared spreadsheet.
Standard Operating Procedure
Follow these steps for every parcel that undergoes inspection, repacking, or weight adjustment at our warehouse.
Step 1: Locate the Correct Row
Find the row corresponding to the user's LoveGoBuy order numberparcel ID. Always verify this information twice to ensure you are updating the correct log entry.
Step 2: Update the "Actual Weight" Column
Once a parcel is finalized for shipment, record the final, actual weight
Step 3: Detail the Adjustment in the "Repacking & Notes" Column
This column is vital for transparency. Provide a concise but clear
Examples:[Date YYYY-MM-DD]: ACTION TAKEN. (Additional Info).
2023-10-26: Repacked to remove retail box. Weight reduced from 3.2kg to 2.7kg.2023-10-26: Original packaging retained per customer request. No weight change.2023-10-27: Fragile item bubble-wrapped. Weight increased by 0.1kg.2023-10-28: Customer requested to split order #12345. New parcels created: PKL789 & PKL790.
Step 4: Enter Initiator and Timestamp
Always fill in the "Recorded By""Date Updated"
Why This Process Is Critical
Prevents Billing Disputes
A clear log of the final weight and the reason for any change provides irrefutable documentation for the shipping charge applied. Customers can see exactly why their final fee may differ from the initial estimate.
Builds Trust with Customers
Transparency shows customers that we handle their parcels carefully and adjust fees fairly based on actual service provided. The notes column offers direct insight into our warehouse actions.
Improves Internal Accountability
The standardized log serves as a reliable internal record for resolving queries, training new staff, and ensuring consistent service quality across all warehouse operations.
Best Practices & Pro Tips
- Be Prompt:
- Be Specific:
- Use the Notes Field for Communication:
- Double-Check Figures:
- Be Specific:
By meticulously maintaining this log, we protect the company and our customers from freight miscalculations and foster a relationship built on clarity and trust. Remember: If it's not logged, it didn't happen.