A practical guide to ensuring your shipping charges always reflect your shipment's actual weight.
In the world of logistics and freight, discrepancies between quoted and final shipping charges are a common pain point. Often, these arise from changes in package weight and dimensions after initial quoting—especially when repackingkeep visual proof
The Step-by-Step Tracking Protocol
-
Initial Weighing and Documentation
Before any repacking, record the original weight and dimensions of all items and the initial packaging. Use a calibrated scale and take clear photos showing the items on the scale and their pre-shipment state.
-
The Repacking Phase: Capture Everything
During repackaging, photograph the process. Key shots include: the new, empty shipping materials (box, pallet); items being transferred; and the use of any new dunnage or filler. This visual log documents why
-
Final Weighing and Visual Verification
Once the new package is sealed, weigh it on the same calibrated scale. Crucially, take a final photograph with the package on the scale, clearly showing the final weight readout and the new package label.
-
Documentation and Dispute Resolution
Systematically file all photos and weight records with the corresponding shipment ID. If the carrier's invoice conflicts with your documented actual weight, you can present this visual proof to quickly and effectively dispute the charges.
Why Visual Proof is Non-Negotiable
- Objective Evidence:
- Dispute Resolution:
- Process Auditing:
- Client Transparency:
- Dispute Resolution:
Best Practices for Implementation
Use Digital Tools
Utilize mobile apps or warehouse management systems that allow you to directly attach photos to digital shipping records and BOLs.
Standardize the "Proof Shot"
Mandate a standard photo angle: the sealed package on the scale with the weight clearly visible, alongside the shipping label.
Calibrate Regularly
Ensure all scales are calibrated according to schedule to guarantee the accuracy of your weight data.
Centralize Records
Store all visual proof and documentation in a centralized, searchable database linked to shipment numbers.