Vending Machine Delivery Inspection: What to Record on Arrival

Delivery day is the easiest time to document the condition of a vending machine shipment. Once packaging has been discarded and the unit has been moved through the building, it becomes harder to establish where a mark, missing component or impact occurred. A short receiving process protects the evidence and helps the right party respond.

Review the purchase and transport terms before the vehicle arrives. Responsibility, claim procedures and deadlines vary. Do not assume that every shipment includes unloading, internal positioning, installation or packaging removal.

Have the documents and people ready

Keep the order specification, packing list, delivery reference and supplier contact available. Confirm who is authorised to receive the goods and who will record exceptions. Make sure the unloading area and approved delivery route are ready.

If specialist handling equipment is needed, arrange it in advance. Do not ask an unprepared team to improvise with a heavy cabinet while the driver waits. The machine's transport orientation and lifting instructions should be available to the people carrying out the move.

Inspect the packaging before it is removed

Record the shipment identifiers and photograph the package from several sides. Look for crushed corners, broken supports, punctures, water marks or signs that the crate has shifted. Where indicators are fitted, record their visible condition and follow the shipment instructions for interpreting them.

A damaged package does not prove the machine is damaged, and a clean package does not prove it is undamaged. The purpose is to preserve the arrival condition. Follow the agreed carrier procedure for noting visible exceptions on the delivery record.

Unpack using the approved method

Keep people clear of unstable packaging and use appropriate tools and handling support. Follow the supplier's unpacking instructions, including any restraints that must remain in place until the machine is positioned. Do not cut into areas where cables, glass or cabinet surfaces could be damaged.

Retain packaging and relevant labels until the required inspection and any claim process are complete. Ask the supplier before discarding material associated with suspected damage. Local waste and recycling arrangements can be planned after the evidence is secured.

Compare the machine with the order

Confirm the model, serial number and visible configuration. Check the supplied payment hardware, screen, shelves, compartments and accessories against the packing list. Some parts may be packed separately or installed later, so reconcile the paperwork before declaring something missing.

Record keys, manuals and other handover items securely. Avoid posting photographs that expose access credentials or sensitive identifiers. If the configuration differs from the order, ask the supplier for a written resolution before making unapproved alterations.

Look for visible equipment damage

Inspect accessible surfaces, glass, doors, hinges and feet without energising or dismantling the machine. Note dents, cracks, loose visible parts and signs of moisture. Photograph both the wider location and a close view of each issue, with enough context to identify the affected area.

Do not power equipment that appears electrically damaged, unstable or wet. Have qualified personnel assess it and follow the supplier's instructions. A quick attempt to see whether it works can create additional risk or complicate the investigation.

Keep receipt and commissioning separate

Receiving the shipment confirms what arrived and its observed condition. Commissioning checks whether the installed machine operates as specified. Do not treat an intact crate or an illuminated screen as proof that refrigeration, payments and every delivery position work correctly.

Refrigerated equipment may need a model-specific procedure after transport before power is applied. Follow written instructions for the actual machine. Confirm the electrical supply, installation clearances and final stability before any functional test.

Send one complete exception report

• Order and shipment reference, machine model and serial number.
• Arrival date, location and observed package condition.
• Photographs of labels, packaging and affected equipment.
• Missing or mismatched components compared with the packing list.
• Actions already taken and the person available for follow-up.

Use the agreed supplier and carrier channels and keep copies of the correspondence. Observe the relevant reporting deadlines rather than assuming an informal message is sufficient.

Plan these checks alongside the site survey and delivery access review. A documented arrival gives commissioning a clear starting point and makes any necessary remedy easier to coordinate.