# Checklist: How to document shipment damage correctly – Guide

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# Checklist: How to document shipment damage correctly

Fast, clear documentation preserves your claim. This checklist guides SMEs and clerks step by step through photos, timestamps and internal reporting.

9 September 2026

## Quick answer

When a shipment is damaged, document it quickly and clearly: photograph the damage, record time and place, list involved persons and report internally and to the carrier. This secures evidence for later clarification.

## Act immediately: safety first

Check for injuries before anything else. Make the scene safe. Do not move the shipment if there is any risk. Any change can weaken the evidence.

## Step 1 – overview photos

Take wide shots of the whole package from several angles. Photograph front, back and any visible damage. Keep some distance so you show scale and context (shelf, van, pallet).

## Step 2 – close-ups with scale

Take close-ups of damaged packaging and contents. Place an item of known size next to the damage (ruler, business card) or use a tape measure. Keep images sharp and well lit.

## Step 3 – timestamps and metadata

Record date and exact time. Use your camera or smartphone’s timestamp feature. Keep originals unedited. If possible, export EXIF data to prove when and with which device photos were taken.

## Step 4 – open and inspect contents

Open the package carefully and film or photograph the opening. Document damaged parts and their position inside the box. Do a quick count against the packing list and note missing or broken items.

## Step 5 – signatures, people and witnesses

Record names, roles and contact details of present people (recipient, driver, warehouse staff). If feasible, ask an independent person to confirm the damage briefly in writing or sign a short statement.

## Frequently asked questions

How long should I keep evidence? Keep the original packaging, damaged parts and digital files until the claim is fully resolved. Follow your company’s retention rules for final disposal.

Why are EXIF data important? EXIF data show the photo time and device details. They help resolve conflicting time claims. Do not strip EXIF data before submitting images to insurers or carriers.

Should I notify the carrier immediately? Notify the carrier promptly after internal recording. Carriers often have reporting deadlines. Note the contact, time of the call and any reference number provided.

Any quick photo tips for warehouses? Use even light, avoid backlight and shaky shots. A small LED lamp improves shadowed areas. Mark damaged spots with a sticky note to make them easy to find in photos.

## Plan a courier trip in Switzerland

x25pronto Switzerland carries small and well packed shipments by car. Businesses can choose a direct courier trip or overnight service. Route, timing and shipment details can be entered online before booking. The guide price is then shown for the planned courier order.

[Direct courier →](https://x25pronto.ch/en/direct-courier.html)[Overnight →](https://x25pronto.ch/en/overnight.html)[Services →](https://x25pronto.ch/en/services.html)[Calculate guide price →](https://x25pronto.ch/en/#quote)

### At a glance: Checklist: How to document shipment damage correctly

Key points from this article. Follow the links to read each explanation.

Act immediately: safety first Check for injuries before anything else. [Read this section](https://x25pronto.ch/en/blog/checkliste-wie-sie-sendungsschaden-richtig-dokumentieren.html#courier-article-step-1)

Step 1 – overview photos Take wide shots of the whole package from several angles. [Read this section](https://x25pronto.ch/en/blog/checkliste-wie-sie-sendungsschaden-richtig-dokumentieren.html#courier-article-step-2)

Step 2 – close-ups with scale Take close-ups of damaged packaging and contents. [Read this section](https://x25pronto.ch/en/blog/checkliste-wie-sie-sendungsschaden-richtig-dokumentieren.html#courier-article-step-3)

Step 3 – timestamps and metadata Use your camera or smartphone’s timestamp feature. [Read this section](https://x25pronto.ch/en/blog/checkliste-wie-sie-sendungsschaden-richtig-dokumentieren.html#courier-article-step-4)

Step 4 – open and inspect contents Open the package carefully and film or photograph the opening. [Read this section](https://x25pronto.ch/en/blog/checkliste-wie-sie-sendungsschaden-richtig-dokumentieren.html#courier-article-step-5)

More on this topic These guides cover related questions: [How to document damage and claims for courier deliveries](https://x25pronto.ch/en/blog/so-dokumentieren-sie-schaden-und-reklamationen-bei-kurierlieferungen.html) · [How to document international courier shipments correctly](https://x25pronto.ch/en/blog/so-dokumentieren-sie-internationale-kurierlieferungen-korrekt.html)