Freight & Receiving Checklist | Northern Lights Design

Northern Lights Design supplies materials only. We do not install or fabricate. Receiving, unloading, and storage stay with the general contractor or the project partners you designate unless separately agreed in writing.

1. Before the truck is scheduled

Confirm the delivery address, gate or access code, and any weight or length restrictions.

Confirm the truck size the site can physically accept (53 ft. trailer vs. box truck).

Confirm whether a liftgate is required, or whether a forklift and operator are on site.

Confirm who will be on site to receive, and their mobile number for the appointment call.

Confirm the receiving window and who signs the delivery receipt.

Identify a dry, conditioned storage area — not a garage, not an unheated slab.

Confirm total piece and pallet count expected, in writing, before shipment.

Verify the site is weather-tight and climate-controlled if wood is in the shipment.

2. At the truck, before the driver leaves

Count pallets and cartons against the bill of lading before signing anything.

Walk all four sides of every pallet; photograph shrink wrap, corners, and banding.

Open and inspect any carton with crushed corners, punctures, or water staining.

Note every shortage or damage on the delivery receipt, in writing, before the driver leaves. A clean signature ends most freight claims.

Photograph the noted delivery receipt itself, including the driver's signature.

Photograph damaged material on the truck or at the tailgate — before it moves inside.

Write "subject to inspection for concealed damage" next to your signature.

Do not refuse an entire shipment for partial damage without calling us first.

3. Within 24 hours of offload

Open cartons and verify product name, color, size, finish, and dye lot or run number.

Confirm every carton is the same dye lot or batch; separate any that are not.

Confirm total square footage matches the purchase order, including overage and attic stock.

Verify trims, transitions, setting materials, grout, and accessories all arrived.

Report concealed damage immediately with photos — claim windows are short.

Move material into conditioned storage; do not stack pallets on unsealed concrete.

Start acclimation for wood per the manufacturer's instructions, in the installed conditions.

Label and store attic stock separately so it is not consumed during installation.

4. Before installation begins

Confirm subfloor moisture and flatness meet the manufacturer's written requirements.

Have the installer dry-lay and blend cartons to average color and shade variation.

Confirm the installer inspects every piece before setting it — installed is accepted.

Photograph any material culled for grade or defect before it is discarded.

Confirm the layout matches the approved drawing before the first row or tile is set.

The single most common expensive mistake: signing a clean delivery receipt on a damaged shipment. Once a receipt is signed clean, the carrier's liability generally ends, regardless of what the cartons look like an hour later.