In international shipping and forwarding, every gram and every box change matters. Transparent documentation is your first line of defense in verifying accurate shipping costs and protecting your financial interests. Here is a clear guide on how to log every repack and weight adjustment systematically.
Why This Log is Crucial
Discrepancies in package weight or dimensions after consolidation can lead to unexpected charges. A detailed, self-maintained log serves as an independent record to:
- Verify Final Shipping Charges:
- Resolve Disputes:
- Track Items:
- Audit Trail:
- Resolve Disputes:
What to Record in Your Log
For every consolidated parcel or individual package adjustment, capture the following details:
| Data Point | Description & Example |
|---|---|
| Date & Time | When the repack or adjustment was recorded (e.g., 2023-10-27, 14:30 GMT). |
| Original Parcel IDs | Tracking numbers or warehouse IDs of the packages being combined. |
| Original Weight/Dimensions | The weight and size of each package as originally received at the warehouse. |
| Repackaging Details | Description of changes: removal of retail boxes, new consolidation box size, discarded fillers. |
| Final Weight & Dimensions | The new weight and volumetric measurements of the final ready-to-ship parcel. |
| Agent's Notification/Photo | Reference ID for the agent's repack notification or photo. Always request photos. |
| Estimated vs. Final Cost | Initial quote vs. the final charged shipping fee based on the new parameters. |
Recommended Tools for Logging
Spreadsheets (Google Sheets, Excel)
Ideal for structured data. Create columns for each data point. Easy to sort, filter, and calculate cost differences.
Note-Taking Apps (OneNote, Notion)
Great for combining text, tables, and embedded images (screenshots of agent's photos).
Dedicated Shipping Log Template
Create a reusable form/template to fill out for every shipment, ensuring consistency.
Best Practices for Transparency
- Request Photos Before & After:
- Document Immediately:
- Ask for Clarification:
- Archive Proof:
- Document Immediately: