Quality & Testing

Flour Batch Confirmation, Dispatch Checks & Receiving Guide

QUALITY & TESTING | DELIVERY CHECKLIST

Flour Batch Confirmation, Dispatch Checks & Receiving Guide

Connect your agreed order with the product, packaging, batch information and documents supplied at delivery.

Make the Final Order Clear Before Dispatch

Before a flour shipment is dispatched, both parties should have a clear record of the product, specification, packaging, quantity and required documents.

If several products, pack sizes or private label designs are included, identify them separately in the order information. This helps the receiving team distinguish the goods and check them against the agreed purchase.

Start with one agreed reference: Use the confirmed order and its approved specification and packaging details as the basis for dispatch and receiving checks. Record any later changes in writing.

1. Confirm Product and Packaging Details

Check that the final supply arrangement reflects what was approved during the enquiry, sample and packaging discussions.

Item	What to Confirm
Product Identity	Flour name, product reference and the agreed specification version.
Packaging	Net weight per bag, bag format and the approved artwork where applicable.
Quantity	Bag count, outer-pack count where applicable and the agreed total quantity.
Markings	Required product labels, batch identification and date information.
Documents	The reports, COA or other records specifically agreed for the order.
Delivery Details	Consignee, destination, delivery arrangements and receiving contact.

2. Keep Batch Identification Understandable

Batch or lot identification helps connect the supplied flour with the relevant production and quality records. Confirm where the identification will appear and how it will be referenced in any agreed batch documents.

If an order includes more than one batch, ask how the quantities and documents for each batch will be identified. Avoid assuming that a report number, sample number or order number is the production batch code.

Keep the original batch and date markings available when recording stock or repacking goods within your own operation.

3. Agree on Any Pre-Dispatch Review

If your purchasing process requires photographs, a video review, sampling or an independent inspection, discuss the arrangements before dispatch is scheduled.

Agree on what needs to be checked, who will carry out the review, when it will take place and whether any additional costs or preparation time apply.

Packaging Review

Where arranged, review the bag appearance, approved artwork, visible markings and outer packaging against the confirmed requirements.

Document Review

Check that the agreed documents identify the relevant product or batch and include the information requested for the order.

Match the check to its purpose: Photographs can show visible packaging and markings. If analytical results or other verification are required, agree on the appropriate testing or inspection separately.

4. Use a Practical Receiving Checklist

When the shipment arrives, check the goods against the order and delivery records. Record what you observe before the packaging is discarded or the goods are mixed with other stock.

Receiving Check	What to Record
Product and Pack Size	Product name, bag weight and packaging version compared with the order.
Quantity	Bags, cartons or pallets received, as applicable, and any apparent shortage.
Packaging Condition	Visible tears, open seals, wet areas, staining or other damage.
Batch and Date Markings	Readable batch codes and the date information shown on the packs.
Supporting Documents	Whether the agreed documents are available and correspond to the supplied goods.
Delivery Record	Receipt date, shipment reference and photographs of any discrepancy.

5. Report Discrepancies With Clear Evidence

If you notice a discrepancy, identify the affected goods and keep them separate while the issue is reviewed. Preserve the packaging, batch markings and relevant delivery records.

Contact Kanglu promptly with the order reference, product, batch code, affected quantity and a clear description of the issue. Include overall photographs and close-up images where useful.

If further inspection or testing is needed, discuss how representative samples will be selected, identified and handled. Follow the notification and review arrangements agreed for the order.

6. Keep Records for Repeat Orders

Retain the confirmed specification, packaging version, batch information and any relevant evaluation records. These give both parties a clearer reference when discussing a repeat purchase.

If you need a change to the flour, packaging, testing or delivery arrangement, identify it when placing the next enquiry rather than assuming the previous order will be changed automatically.

Frequently Asked Questions

Can We Request Photos Before Dispatch?

Tell us which products, markings or packaging details you need to review. We can discuss the available arrangements and timing before dispatch.

Will Every Order Include a Batch COA?

Required documents should be agreed for the specific order. If you need a batch COA, confirm the parameters, batch reference and delivery timing before production or dispatch.

What If the Order Contains Several Batches?

Confirm how the batch codes, quantities and supporting documents will be organized. Keep those references when checking the delivery and recording stock.

What Should We Send If There Is a Receiving Issue?

Provide the order reference, product, batch code, affected quantity, receipt date and a description of the issue. Include clear photographs and relevant delivery records.

Can We Arrange an Independent Inspection?

Submit the proposed inspection scope and timing in advance. Access, sampling, responsibilities, reporting and any associated costs need to be agreed before the inspection is arranged.

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