Why Transparent Recording Matters

Package forwarding services often repaxk items to reduce dimensional weight or combine multiple purchases. Without proper documentation:

• You cannot verify if shipping charges accurately reflect actual package specifications
• Disputing incorrect charges becomes difficult without evidence
• Insurance claims may be denied without proper documentation
• Consolidation savings may not be properly passed along to you

Best Practices for Recording Packaging Changes

1. Document Original Condition

Always request photographs of items as received by your forwarding service before any repacking occurs. This establishes baseline condition and original packaging dimensions.

2. Require Repackaging Authorization

Set account preferences to require your explicit approval before any repackaging occurs. This ensures you're aware of changes before they happen.

3. Detailed Change Logs

Insist that your forwarding service maintains a detailed log showing:

• Original package dimensions and weight
• Date and time of repackaging
• Reason for repackaging
• New package dimensions and weight
• Staff member who performed the repack

Monitoring Weight Adjustments

Automated Weight Verification

Choose services that provide automated weight verification with timestamps. This creates an auditable trail that's difficult to manipulate.

Dimensional Weight Calculations

Ensure both actual weight and dimensional weight are recorded. Many carriers charge based on whichever is greater, so both metrics are essential for accurate billing verification.

Before-and-After Documentation

Request photographic evidence showing packages on scales with clear weight display for both original and repacked states.

Implementing a Verification System

Digital Tracking Tools

Utilize forwarding services that offer online portals where you can:

• View real-time package details
• Access photographs and documentation
• See complete adjustment history
• Compare quoted vs. actual shipping costs

Regular Audits

Conduct periodic reviews of your shipment records:

• Compare received item weights against documented weights
• Verify dimensional calculations match carrier requirements
• Check for consistent application of weight thresholds

Dispute Resolution Procedures

Immediate Reporting

Establish clear timelines for reporting discrepancies - typically 7-14 days from shipment receipt.

Evidence Requirements

Maintain your own records including:

• Product specifications showing manufacturer-stated weights
• Receipts and order confirmations
• Photographs of received packages with weighing scales
• Carrier documentation from final delivery

Escalation Protocols

Understand your forwarding service's escalation process for billing disputes and have contact information readily available for management review.