Guide
Quality checks on incoming amenity deliveries
Most supply problems are cheapest to fix at the loading bay. A ten-minute check on arrival can save weeks of argument later.
Check the paperwork first
Before opening any carton, compare the delivery note with the purchase order: items, quantities, batch numbers, and delivery address. Check that outer carton labels match the note. If anything is different, write it on the note before signing and photograph it.
Keep a simple log at the receiving point: date, supplier, order number, quantity, checker, outcome. After a few months it shows which suppliers deliver cleanly and which need attention, which is valuable evidence at review time.
Inspect the outer packaging
- Cartons undamaged, dry and properly sealed.
- No crushed corners or signs of water.
- Pallet stable and wrapped.
- Carton count matches the note.
Damaged cartons should be opened in front of the driver where possible and the damage recorded.
Take photographs from a consistent angle, with the order number visible in the frame. A good photograph, taken on arrival, is far more persuasive than a description given a week later.
Sample inside the carton
You do not need to check every unit. Use a simple sampling rule: open at least one carton per item, and from it inspect a sample, for example 20 units for a carton of several hundred. Increase the sample if you see defects. Adapt the numbers to your volumes.
Keep a simple tally sheet for sample results: units checked, defects found, type of defect. If the defect rate in samples crosses a limit you set in advance, say two in twenty, you open more cartons or hold the whole lot.
What to check in each sample
- Label correct, straight, readable, and matching the approved sample.
- Bottle and cap undamaged, no leaks when inverted.
- Pumps work smoothly and dispense properly.
- Colour, scent and thickness consistent with the approved sample.
- Batch code printed and legible.
- Counts per inner pack correct.
Keep the approved sample from your sample process at hand to compare. Our sample request page covers how to obtain one.
Look at consistency across cartons too. Open one carton from the top of the pallet and one from the bottom. Batch differences in colour or scent sometimes show up between them, and it is better to find that on day one than after rooms have been stocked with mixed batches.
Weigh and count when it matters
For bulk refills, check the labelled volume or weight against the order. For small items, count one inner pack and multiply. A short delivery spotted at receipt is easy to fix; a short delivery found three weeks later is not.
For liquids, check that the weight or volume is within a reasonable range of the printed amount by weighing several units on a kitchen scale. Record the average, and share any pattern of under-filling with the supplier.
Decide: accept, hold or reject
Use three outcomes. Accept when the sample is clean. Hold when something is doubtful, store the goods apart, label them and contact the supplier. Reject when defects are clear. Write the outcome on a receiving form with date, initials and photographs.
Never put held or doubtful stock into circulation 'just for now'. A quarantine shelf with a clear label and a named person who decides on release removes the temptation, and protects guests from a product you are not sure about.
Agree the rule with your purchasing manager in advance, including who may approve a conditional accept, such as taking goods with a small defect at a credit. Without a rule, decisions on the loading bay depend on who is on shift and how busy the day is, and suppliers learn to expect leniency. A written limit protects the store keeper and keeps the supplier relationship fair.
Escalate with evidence
When you contact the supplier, send the order number, batch code, photographs, and the sample result. Ask for a clear remedy and a date. Keep all of it in the supplier file, as discussed in our product information and in the inventory guide. A supplier that answers quickly and fairly is worth keeping.
Review supplier performance every quarter using your receiving log: share of deliveries accepted without comment, number held, number rejected, and time taken to resolve. Share the table with the supplier and agree an improvement if needed. A frank, factual review is usually welcomed by good suppliers, and it makes later negotiations about price and terms easier because both sides are working from the same record.
Questions on this topic
How many units should we sample?
Enough to give confidence; 20 per carton is a practical start, increased if defects appear.
Who should do receiving checks?
The store keeper, with a supervisor checking larger or new deliveries.
What if we find a defect after signing?
Contact the supplier promptly with photographs and batch details, and check your terms for claim periods.
Keep reading
- Setting up the housekeeping trolley for amenities
- How much time restocking takes per room and how to cut it
- Amenity inventory control that doesn't need software
- Training housekeeping staff on amenity standards
- How to stock an Airbnb bathroom
- Hospital and clinic bathroom amenities: what to consider
- Gym locker room amenities: a practical checklist
Looking for supply? See Hotels & resorts, browse the product range or request samples.