📌 Key Takeaways
Documentation captured before the truck leaves separates successful claims from absorbed losses—the receiving dock is a legal and operational firewall.
- Seven Checks Before Signature: Photograph seals, verify wrap integrity, press-test cores, scan for moisture, and check labels while the driver is present to preserve claim leverage.
- Three-Way Verification Eliminates Disputes: Align your PO, reel labels, and supplier COA across grade, GSM, dimensions, and test methods before any physical testing begins.
- Representative Sampling Beats Reactive Decisions: Sample 3-5 reels from multiple container positions—not just suspicious units—to create defensible acceptance or rejection evidence per ISO 186.
- Four Clear Dispositions Prevent Ambiguity: Pass releases to production; Conditional Accept segregates with supplier notice; Quarantine holds pending tests; Reject requires photographic evidence and contract references.
- Risk-Tiered Cadence Matches Resources: New suppliers get full protocol for three shipments; established suppliers rotate spot testing; quality issues trigger immediate return to full verification.
Your inspection protocol transforms receiving from signature-and-hope into a defensible quality gate.
Small and mid-sized converter teams managing kraft paper procurement will gain immediately implementable verification steps here, preparing them for the detailed inspection protocol and printable templates that follow.
Material verification at the receiving dock is the primary defense against production downtime and financial loss. For converters, the moment of arrival is a critical legal and operational checkpoint where the decision to accept or reject material determines future claim leverage.
For small and mid-sized converters navigating limited negotiating power with kraft paper suppliers, this moment carries real weight—proper receiving inspection documentation becomes your leverage for any future quality disputes. Accept off-spec material without documentation, and you’ve surrendered your leverage for any future claim. Reject prematurely without evidence, and you’ve created friction with a supplier you may need. The receiving dock isn’t just a logistics checkpoint. It’s a legal and operational firewall.
With a repeatable inspection protocol, your team can make defensible decisions in minutes—protecting both production continuity and claim rights. No lab required for the initial triage. Just a clear process, the right checks, and documentation that holds up when disputes arise.
Step 0: Initial Pre-Unload Assessment—The 60-Second Dock-Side Triage
While the driver is still present, your team has a narrow window to identify problems that become much harder to prove once the truck leaves.
Seven Checks That Protect Your Leverage
Before the truck leaves, complete these seven inspections:
- Photograph the seal number and container doors at first opening. Verify the seal number matches your shipping documents.
- Inspect pallet wrap and strapping integrity. Torn or missing wrap suggests handling damage or moisture exposure during transit.
- Scan for moisture indicators. Look for water staining, condensation on film wrap, “sweating” appearance, or musty odor.
- Examine visible reel edges for damage. Crushed or torn edges indicate impact. This matters because edge damage often extends deeper than it appears.
- Check for telescoping. Reels with shifted layers signal improper winding tension or rough transit handling.
- Press-test cores for structural integrity. A crushed or deformed core creates runability problems—the reel won’t sit properly on the unwind stand.
- Verify reel labels are present and legible. Missing or inconsistent labels create traceability problems that complicate any future dispute.
Stop Conditions: When to Quarantine Immediately
Some conditions warrant stopping the unload process entirely:
- Visible pooling water or saturated packaging—signs of inadequate moisture defense during shipping. If moisture damage is detected, reference the container rain prevention framework to understand which protection measures should have been specified in your purchase order
- Strong musty or chemical odor inconsistent with normal kraft paper
- Widespread visible damage (e.g., exceeding contractually agreed acceptance quality limits, commonly set around 10–20% of visible units)
- Seal tampering or seal number mismatch with no documented explanation from the carrier
- Missing or illegible reel identification labels
If any stop condition exists, photograph everything before the driver leaves. Note the time, the driver’s name, and the vehicle identification. This documentation becomes critical if the shipment requires a formal claim.
Step 1: Document Verification and Specification Alignment
Before running any physical tests, verify that what arrived matches what was ordered. This three-way alignment eliminates traceability disputes before they start.
The Three-Document Verification
Pull these three documents and check for consistency across all critical fields. For comprehensive RFQ structuring that prevents these mismatches upstream, reference the spec-driven kraft paper RFQ template which combines technical specs and commercial terms to force alignment from the quotation stage
1. Your Purchase Order / Specification Sheet
- Grade designation (e.g., virgin kraft, recycled kraft, sack kraft)
- Basis weight (GSM) and stated tolerance
- Reel dimensions (width, diameter, core size)
- Any critical properties specified (burst strength, Cobb value, moisture range)
2. Reel Labels (on the physical shipment)
- Reel identification number
- Mill identification and grade identifier
- Batch or lot number (if provided)
3. Supplier’s Certificate of Analysis (COA)
- Same property list and units as your specification
- Test results for each specified property
- Test methods and conditioning statements (critical for comparability)
Mismatches here don’t necessarily mean rejection—but they do mean quarantine until clarification.
Why Test Method IDs and Conditioning Statements Matter
A COA that states “Moisture: 7.2%” means little without context. For a deeper understanding of what to look for in supplier documentation, see how to interpret lab test reports for kraft paper. Was this tested per ISO 287? Under what atmospheric conditions?
Results are only comparable when the test method and conditioning atmosphere align. ISO 187 specifies standard conditioning (23°C, 50% relative humidity) precisely because paper properties shift with environmental changes. If your supplier’s COA lacks method references, you cannot meaningfully compare their results to your own tests.
If the COA is unclear or missing conditioning statements, flag this gap and request clarification before accepting future shipments. For a deeper understanding of what to look for in supplier documentation, the guide on How to Interpret Lab Test Reports for Kraft Paper walks through COA analysis step by step.
Step 2: Sampling—Avoiding the “One Bad Reel” Argument
A single suspicious reel proves nothing about the shipment. Proper sampling creates defensible evidence for acceptance or rejection decisions.
Representative Sampling Principles
Sampling must represent the entire lot, not just the worst-looking reel or the most convenient unit to access. ISO 186 provides the foundation for sampling paper lots.
Practical sampling parameters include:
- Sample from multiple positions in the shipment (front, middle, back of the container).
- Sample from multiple reels proportional to lot size. For shipments under 50 reels, ISO 186 recommends sampling based on the square root of the lot size (e.g., 7 reels for a 50-reel lot), though a practical dock-side spot check of 3–5 reels is often used for initial triage.
- Avoid targeting only suspicious reels. Representative sampling means including normal-appearing units alongside any that raised visual concerns.
- Document the sampling process. Record who took samples, when, from which specific reel IDs, and how many test pieces from each reel.
Counter-Sample Retention
Always retain sealed counter-samples. These serve two purposes: they allow retesting if disputes arise, and they demonstrate that both parties had access to identical material—a critical element of the evidence chain for packaging converter QA that links COA claims to physical verification.
Label each counter-sample with the reel ID, date, sampler’s initials, and seal number. Store in a controlled environment away from humidity extremes. Record the storage location in your inspection log.
Step 3: Practical Tests Without a Lab
Not every converter has burst testing equipment or a conditioned laboratory. But several meaningful checks require minimal investment.
Moisture Red-Flag Screening
Moisture is the most common cause of kraft paper rejection. While precise measurement requires oven-drying per ISO 287, practical screening can flag problems immediately.
Floor-level indicators:
- Paper feels limp, clammy, or unusually heavy for its stated GSM
- Edges show waviness or curl inconsistent with the rest of the reel
- Wrapper exhibits condensation marks or water staining
If any moisture red flags appear, quarantine the affected reels and escalate to measurement under your agreed test method. Do not invent numeric thresholds—your contract specifications define acceptable ranges.
Cobb Quick Verification
If water resistance matters for your end use (food packaging, outdoor applications), the Cobb test per ISO 535 measures water absorptiveness. Some converters maintain simple Cobb testing equipment on-site.
For converters who need to understand what Cobb values mean in practice, cobb value, printability, and adhesion: practical bands for mailers and wrap provides application-specific context and practical acceptance bands.
Burst and Strength Checks
If your facility has burst testing equipment, ISO 2758 defines the method for measuring bursting strength. This matters because GSM alone doesn’t predict performance—two papers at identical weight can have dramatically different strength characteristics. To understand how GSM and burst factor work together to define paper strength, review our comprehensive specification guide.
The relationship between basis weight and actual strength is explored in Paper Bag Raw Material Grades: GSM and Burst Factor Explained.
Quick Reference: Testing Protocol Summary
This six-column matrix tells you what to test, why, and what to do if it fails:
| Test / Check | Why | Tools Needed | Sample Strategy | Pass Criteria | Action if It Fails |
| Seal + first-open photos | Claim leverage | Phone camera | N/A | Seal matches shipping documents | Quarantine; notify supplier before unloading continues |
| Visual condition (wrap/edges/cores) | Runability risk | Flashlight, physical inspection | Scan across entire load | No significant damage or wetness indicators | Stop unload; segregate affected reels |
| Paperwork match (PO/labels/COA) | Traceability | Documents | N/A | IDs and specifications align across all three sources | Hold shipment; request correction from supplier |
| Moisture screen → measurement | Hidden loss risk | Visual/tactile initially, then lab if needed | Test suspect reels, plus representative samples | Within specified tolerance when measured | Quarantine; measure per contract method |
| Critical spec spot test (Cobb/burst if specified) | Fitness for use | Testing kit or lab | Target reels based on application risk | Within specification tolerance | Quarantine; retest or escalate to third-party verification |
Step 4: The Acceptance Decision
Every inspection must end with a clear disposition following containerboard quality acceptance criteria that set ISO-named tolerances and AQL bands upfront, preventing ambiguity when border-line material arrives. Ambiguity creates problems—both operationally and legally.
Acceptance Decision Tree
Pass: Documentation aligns, visual inspection shows no damage, spot tests (if performed) fall within spec tolerances. Release to production storage.
Conditional Accept: Minor discrepancies exist but material may be usable for specific applications. When determining fitness-for-use, consult the kraft paper property–application match matrix to verify whether the actual properties align with your intended converting requirements. Quarantine physically, segregate in the inventory system, notify suppliers in writing within 24 hours. Document the specific condition and intended restricted use.
Quarantine: Significant concerns requiring further testing or supplier clarification. Material stays segregated. No production use until resolved. Formal notice to supplier with specific concerns documented.
Reject: Clear specification failures, damage beyond acceptable limits, or documentation gaps that cannot be resolved. Formal rejection notice with photographic evidence, test results if available, and reference to contract terms.
Common Failure Modes and Their Root Causes
| Failure Mode | Typical Indicators | What It Usually Means |
| Moisture damage | Waviness, limp feel, weight variance | Transit exposure or inadequate protection during shipping |
| Edge crush or gouges | Crushed or torn reel edges | Handling impacts during loading or transit; clamp pressure damage |
| Telescoping | Shifted layers creating uneven reel profile | Improper winding tension at mill or rough transit handling |
| Core crush | Deformed or split cores | Clamp pressure during handling or drop impacts |
| Spec mismatch | Label/COA discrepancies, wrong dimensions | Production error or shipping mix-up at origin |
| Strength deficiency | Burst test failure (if tested) | Grade substitution or mill process variance |
Step 5: Documentation That Protects Your Claim Leverage
Without documentation, disputes become arguments about memory. With documentation, they become discussions about evidence.
Minimum Photo Set
Capture before the truck leaves:
- Seal condition showing number clearly (before breaking)
- Container or truck doors at first opening
- Overall pallet/load condition (wide shots)
- Any visible damage to packaging or reels (close-ups)
- Labels on sampled reels (legible, showing batch/lot and reel ID)
- Any stop conditions observed (moisture, damage, etc.)
- Sampling setup showing which reels were accessed
Documentation Pack Checklist
Your complete inspection file should include:
- Purchase order / specification sheet structured using method-named tolerances and evidence requirements that enable objective pass/fail decisions at receiving
- Packing list and delivery note
- Proof of delivery (POD) with any condition notes you added before signing
- Certificate of Analysis (COA) or mill test report
- Your inspection log with disposition decision
- Complete photo set stored by PO number and date
- Counter-sample seal IDs with storage location recorded
Nonconformance Note Template
When rejecting or conditionally accepting, your written notice to the supplier should include these eight fields:
- PO number and shipment identification
- Supplier, mill, and grade specification
- Inspection date and time
- Observed condition with specifics (not vague terms like “poor quality”)
- Reels affected (list IDs; use “all” only if truly applicable)
- Tests performed with method names and conditioning stated (or note “method not stated on COA”)
- Test results with units and your specification tolerance for comparison
- Requested remedy (replacement, credit, corrective action) with deadline for supplier response
Also document:
- Containment location for quarantined material
- Counter-sample seal ID and storage location
Goods Inward Inspection Log (Printable Template)
Header Section:
- Date/Time: ___________
- Receiver Name: ___________
- Supplier/Mill/Grade: ___________
- PO Number: ___________
- Delivery Note Number: ___________
- Truck/Container ID: ___________
- Seal ID (photo taken Y/N): ___________
- Reel IDs in shipment (attach list if needed): ___________
Condition Assessment (Check Y/N and add notes):
- Wrap/strapping intact: ___ Notes: ___________
- Edge damage present: ___ Notes: ___________
- Telescoping observed: ___ Notes: ___________
- Core damage detected: ___ Notes: ___________
- Moisture signs or unusual odor: ___ Notes: ___________
- Labels match PO/specification: ___ Notes: ___________
- COA received: ___ Notes: ___________
- COA lists test method + conditioning (if applicable): ___ Notes: ___________
Sampling Record:
- Sampled by: ___________
- Date/time of sampling: ___________
- Reels sampled (list IDs): ___________
- Test pieces taken per reel: ___________
- Counter-sample retained (Y/N): ___________
- Counter-sample seal ID: ___________
- Counter-sample stored at: ___________
Spot Tests (if applicable):
- GSM: Spec ___ / Result ___ / Method ___
- Cobb: Spec ___ / Result ___ / Method ___
- Burst: Spec ___ / Result ___ / Method ___
- Moisture: Spec ___ / Result ___ / Method ___
Disposition Decision:
☐ Pass ☐ Conditional Accept ☐ Quarantine ☐ Reject (align decisions with your contract clauses that protect against off-spec kraft paper deliveries to ensure remedies are enforceable)
Actions Taken:
- Photos saved (Y/N): ___
- Supplier notified (who/when): ___________
- Nonconformance note completed (Y/N): ___
- Sign-off — Receiving: ___________ QA: ___________
Building a Sustainable QC Cadence
What does “good” look like for a small team? Not laboratory-level testing of every shipment—that’s neither practical nor necessary. Instead, risk-proportionate verification that catches problems early.
Risk-Tiered Approach
New suppliers or new grades: Full protocol on first three shipments following the supplier onboarding checklist from PQQ to first trial order. This staged verification approach aligns receiving inspection intensity with supplier qualification maturity. Sample heavily. Document everything. Establish baseline expectations before relaxing scrutiny. This applies equally after any supplier process change or mill switch.
Established suppliers with good history: Visual inspection plus three-document verification (PO/labels/COA) on every shipment. Spot testing on a rotating basis—every third or fourth delivery. Full protocol if any anomalies appear during routine checks.
Suppliers with quality issues: Return to full protocol immediately. Consider third-party testing until consistency improves over multiple consecutive shipments.
When to Escalate to Third-Party Testing
Your floor checks have limits. Escalate to accredited laboratory testing when:
- A dispute requires legally defensible evidence
- You lack equipment to verify a critical specification
- A pattern of marginal failures suggests systematic supplier issues requiring CAPA workflows designed specifically for kraft paper suppliers that document evidence trails and trigger escalation thresholds
- Your contract requires third-party verification for acceptance
- Insurance claims demand independent documentation
When receiving inspection reveals persistent quality issues or capacity constraints with current suppliers, converters can expand their supplier base through PaperIndex’s verified kraft paper suppliers directory. The platform’s supplier verification process—maintaining a <20% acceptance rate—provides pre-screened options for buyers seeking alternatives after quality failures.
Putting It Into Practice
The protocol outlined here transforms receiving from a signature-and-hope process into a defensible quality gate. Your team doesn’t need a laboratory to implement it. They need a checklist, a log sheet, clear escalation triggers, and the discipline to document before the truck leaves.
That documentation—photos, logs, counter-samples—is what separates a successful claim from an absorbed loss. It’s what gives you leverage to request corrective action. And it’s what protects production continuity by catching problems before they reach the converting line.
Read next: How to Interpret Lab Test Reports for Kraft Paper — Use this guide to make supplier COAs comparable and verify that test methods align with your specifications.
Disclaimer:
This guide provides general operational best practices. Acceptance limits and remedies should follow your contract specifications and agreed test methods.
Our Editorial Process:
Our expert team uses AI tools to help organize and structure our initial drafts. Every piece is then extensively rewritten, fact-checked, and enriched with first-hand insights and experiences by expert humans on our Insights Team to ensure accuracy and clarity.
About the PaperIndex Insights Team:
The PaperIndex Insights Team is our dedicated engine for synthesizing complex topics into clear, helpful guides. While our content is thoroughly reviewed for clarity and accuracy, it is for informational purposes and should not replace professional advice.