Express courier. Direct.
Also overnight.
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Checklist for pharmacies: handover to courier and receiving inspection
A clear checklist for pharmacies: prepare direct deliveries, verify documents and packaging, inspect items at handover and on receipt, and document discrepancies.
Quick answer
This checklist gives pharmacies a concise step-by-step guide for handing over direct deliveries to a courier and for receiving inspections. It covers document checks, packaging and visible-condition checks, handover signatures and how to document discrepancies — helpful for pharmacies in Zurich, Basel, Geneva and Bern.
Prepare the shipment in the pharmacy
Work at a clean, quiet space before the courier arrives. Ensure medicines are sealed, clean and cushioned. Place any patient information in a sealed envelope. Clearly label the outside with recipient address, contact phone and a short content description. Have all documents ready: delivery note, order confirmation and packaging notes.
Document and label checks
Match items on the delivery note to the actual packed goods. Check batch or serial numbers where relevant and note them on the delivery note. Verify that handling or warning labels are attached. Use barcode scans if available and record parcel numbers for traceability.
Handover to the courier
Greet the courier and present the shipment documents. Review the delivery note together and have the courier confirm quantity and condition. If your process requires ID or company proof, check it. Sign the handover only when the goods and quantities are correct. Record any discrepancies in writing on the delivery note.
If discrepancies occur
If packaging is damaged or items are missing, photograph the shipment before release and mark damages on the delivery note. Inform your internal quality or legal team and notify the courier. Record courier name and vehicle ID. Keep copies of all documents and photos for claims.
Receiving inspection at delivery
Open the shipment in the courier's presence if your procedure requires it. Compare items with the delivery note: quantities, batch numbers, expiry dates and package condition. Do a visual check for contamination, moisture or damage. Confirm acceptance in writing or digitally, noting time, name and any complaints.
Documentation and follow-up
Store the signed handover documents, delivery note and photos in your records with the order number. Report complaints immediately to the sender and the courier. Plan follow-up actions: replacement shipment, return or internal review. Audit handover procedures regularly and update this checklist based on findings.
Frequently asked questions
Which documents should a pharmacy have ready for the courier?
Delivery note listing items, quantities and batch numbers, order confirmation, handling notes and, where needed, a sealed envelope with patient details.
Can the recipient open the shipment before signing?
This depends on your internal rules. It is good practice to open in the courier's presence when checking condition or completeness. Record any discrepancies immediately.
What to do if packaging is damaged at handover?
Take photos, note damage on the delivery note, record courier details and report the issue to your internal team and the courier right away.
How long should handover documents be kept?
Keep all documents and photos for the duration required by your internal quality or compliance rules. Follow your retention policies.