When a battery shipment arrives, record who delivered it, the condition of the outer carton, the marks on it, the quantity against your purchase order and packing list, the label and batch details on the units, and anything visibly wrong. Take photos before contents are moved, and keep the batch separate until the record is complete. This takes minutes per line and gives you the facts you will need if a supplier later asks what arrived and when.
The record below is non-destructive. It uses observation, counting and photographs only. It sets no voltage, capacity or cycle-count limits, and it does not involve opening a cell or forcing a battery out of its packaging. If your shop runs an electrical check under a manufacturer or supplier procedure, keep that result as a separate record.
Why the record should be made on arrival
Commercial sales law gives buyers a reason to look promptly. In New York’s version of the Uniform Commercial Code, a buyer generally may inspect goods before payment or acceptance, unless the contract says otherwise or terms such as C.O.D. apply (UCC 2-513). Rejection must happen within a reasonable time after delivery, and the seller must be told (UCC 2-602). After accepting goods, a buyer who finds a breach must notify the seller within a reasonable time and carries the burden of establishing the breach (UCC 2-607).
Your contract, the seller’s terms and the law that applies to your order can change these details. The practical point holds in most cases: a dated record made at the door is stronger than a recollection formed weeks later.
Five steps at the receiving bench
- Before opening. Photograph every side of each carton, the shipping label and any crushing, tearing, wetness or tape repairs. Note any damage on the carrier’s paperwork if you can.
- At opening. Photograph the contents as they sit in the carton, including inner packaging.
- Count. Compare the quantity by SKU against the purchase order and the packing list, then record all three numbers.
- Read the labels. Record the label text from a sample of units, or from each unit if your supplier terms require it. Note any line where labels differ within the same pack.
- Assign a status. Mark the line as accepted for stock, held for query, or separated as suspect. Do not let a held line reach the repair bench.
What to read on the carton and on the battery
Two markings are worth writing down because they come from the federal rule for lithium batteries. Under the small-battery exception, packages generally display a lithium battery mark showing a UN number. UN3480 identifies lithium-ion batteries on their own, and UN3481 identifies those packed with or contained in equipment. Some small consignments of batteries in equipment are excepted (49 CFR 173.185(c)). The current rule also allows the previous mark design until December 31, 2026, so you may see two versions (173.185(c)(3)(ii)).
The same rule says each lithium-ion battery must carry a watt-hour rating on the outside case from May 10, 2024 (173.185(a)(5)). Record what you see and compare it with the quote or specification sheet. A missing or different mark goes in the notes as a question for the seller. Your receiving record does not need to decide whether a shipment complied with the regulation.
Arrival record template
Complete one record per delivery, with the line section repeated for each SKU. The example column is fictional.
| Field | Your entry | Fictional example |
|---|---|---|
| Date, time and receiver | Oct 12, 10:40; bench lead | |
| Purchase order and supplier | PO-0001; Supplier A | |
| Carrier and tracking number | Carrier B; 000000 | |
| Cartons expected and received | 2 and 2 | |
| Outer carton condition | One corner crushed; photo 1 | |
| Marks seen on carton | Lithium battery mark, UN3480 | |
| SKU and device model numbers | BAT-000; model A0000 | |
| Quantity: ordered, listed, counted | 25, 25, 24 | |
| Manufacturer or brand on label | As printed on label | |
| Label part number and Wh rating | As printed; matches quote | |
| Batch or date code | Two codes found in one pack | |
| Visible condition | No visible marks on sampled units | |
| Photos and file location | Folder PO-0001, photos 1 to 6 | |
| Status and storage location | Held for query; shelf H1 | |
| Seller notified: date and reference | Oct 12; email to account contact |
Visual notes that help later
Write what you see rather than a conclusion. “Case bulges at one end,” “tab bent,” “residue on outer bag” and “seal already opened” are more useful than “bad battery.” Look at each battery without pressing, bending or peeling it. Note:
- swelling, dents, punctures, scorch marks or residue
- unusual odor or warmth you notice during normal handling
- bent or exposed connectors, or broken inner packaging
- labels that are smudged, missing, overprinted or unlike the approved sample
- mixed batches, mixed models or units outside their inner packaging
When something looks damaged
Keep a suspect battery out of stock and away from other batteries and conductive items, and contact the seller or manufacturer for handling instructions. EPA also directs people to the battery or device manufacturer when a lithium-ion battery is damaged (EPA: Used Lithium-Ion Batteries). If you see active heating, smoke or fire, treat it as an emergency and follow your site’s emergency plan.
Do not send a damaged unit back in the carton it arrived in. Federal rules for damaged lithium batteries differ from those for ordinary shipments and limit transport to highway, rail or vessel (173.185(f)). Hold the unit and get instructions first.
Connect the record to your stock
Put the purchase order and batch code on the bin label. When a technician installs a battery, adding that reference to the repair ticket lets you trace a later complaint to one delivery. Keep records at least as long as the return or warranty period agreed for that order, and longer if your own policy requires it. For the wider receiving workflow, see Warehousing and QC Standards.
Next step
Print or copy the template and use it on your next delivery, with one person responsible for each record. Before you order, ask the seller how and by when exceptions must be reported, then note that answer on the record. MRG Platform confirms quality checks and return terms for each specific order, and you can raise those questions through the sample and pricing inquiry page or browse the Batteries section.