Keep one shipment record from supplier receiving to final delivery. Separate customs preparation, product requirements, carrier acceptance and stock-release authority so each decision has an owner and supporting evidence.
Operating scenarios
GB inventory imports, UK order dispatch and UK–China returns.
China → Great Britain warehouse stock
Use this workflow for inventory imported before customer orders are dispatched. Confirm Great Britain as the destination; Northern Ireland needs a separate route review.
Start here: Name the importer and stock owner
Recommended sequence
- Assign the import and stock roles
Name the importer, customs representative, stock owner and person responsible for product requirements. Review EORI, the VAT arrangement for imported stock and any FHDDS check for the selected warehouse provider. Keep inventory imports separate from direct customer-sale parcel treatment.
- Approve the shipment data before departure
Reconcile the supplier invoice, SKU quantities and packing list after final packing. Record separate references for the importer’s product review, the declarant’s customs-data review and the selected service’s cargo acceptance. Return unresolved fields to their owner.
- Receive against the expected stock
Compare the pre-alert with cartons and units actually received. Record the customs-release reference supplied by the customs contact, receiving discrepancies and the owner’s stock-release instruction separately. Hold affected stock until the agreed checks and authorisation are recorded.
Prepare before starting
- Stock owner, importer and customs contact; GB destination and receiving reference.
- SKU or model, expected units, actual values and current invoice / packing-list versions.
- Goods characteristics, final package measurements and person authorised to release stock.
Keep as evidence
- Reviewed invoice, packing list and declaration-data instruction version.
- Product-review and service-acceptance records, plus the customs contact’s release reference.
- Receiving count, discrepancy photos where agreed and dated stock-release approval.
Great Britain stock → domestic ecommerce order
For goods already in free circulation and dispatched wholly within Great Britain, use an order-to-parcel record. Review Northern Ireland movements separately.
Start here: Confirm stock and release authority
Recommended sequence
- Confirm which stock may fulfil the order
Match the merchant order to an identified SKU and releasable stock status. Check the GB delivery address, quantity and any batch restriction. Keep stock awaiting identity, damage or product review outside the picking instruction.
- Approve the packed parcel and service
Verify the picked units, packaging, actual weight and final dimensions before applying the agreed product label. Flag special goods for the selected domestic service. A product-safety check and carrier acceptance remain separate even for stock already in the UK.
- Link dispatch to physical handover
Connect the order, parcel reference, selected service and collection or posting record. Record the actual handover and subsequent tracking update separately from label creation. Retain the agreed return destination and merchant contact for exceptions.
Prepare before starting
- Order reference, SKU / batch, requested quantity and releasable stock status.
- GB postcode, selected domestic product and final packed weight / dimensions.
- Merchant release instruction, return destination and exception contact.
Keep as evidence
- Approved order version and pick / pack check linked to the parcel.
- Special-goods acceptance confirmation where needed, tied to the selected service.
- Physical handover evidence, parcel reference and latest recorded tracking event.
Records for this scenario
Link the order to the SKU, existing stock status and approving person. Record the requested dispatch action and approval reference; keep parcel and picking details in the merchant order record.
UK → China return or repair shipment
Build a new record for the actual return movement. Confirm whether departure is from Great Britain or Northern Ireland and agree the receiving party in China.
Start here: Match the return to its order
Recommended sequence
- Identify the item and reason for return
Link the returned item to the original order and available shipment references. Record serial or batch identity, current condition and whether the instruction is return, repair or replacement. Obtain the owner’s instruction and the Chinese receiver’s acceptance details.
- Prepare current export and transport information
Confirm UK export requirements with the customs contact and Chinese import requirements with the receiver or its representative. Prepare an accurate description and appropriate value basis for this movement. Disclose damage and special characteristics; follow the selected service’s document and acceptance instructions.
- Keep outbound and possible return-to-UK decisions separate
Record departure, receiver confirmation and the authorised next action after inspection or repair. If the goods will later return to the UK, ask the customs representative to review the relevant procedure and evidence before that leg. Returned Goods Relief is a UK re-import review, not approval for import into China.
Prepare before starting
- Original order / shipment reference, item identity and current return or repair purpose.
- GB or NI departure, Chinese receiving contact and authorised disposition.
- Condition, special characteristics, value basis and any planned onward movement.
Keep as evidence
- Original references, item or serial match and agreed condition photographs.
- Current export documents and receiver’s import / receiving instructions.
- Service-acceptance and handover records; any later UK procedure review kept separately.
Confirm the movement and destination
China → UK imports, UK → China exports and UK domestic dispatch have different document needs. Identify the actual delivery territory before preparing a declaration.
- For imports to England, Scotland or Wales, check the Great Britain process and whether a GB EORI is required. Northern Ireland may involve an XI EORI and different rules.
- Record the sale, sample, gift, return or repair purpose accurately. A commercial order does not become a gift because it is labelled as one.
- For UK → China shipments, check the UK export requirements and the Chinese importer’s destination requirements separately. For goods already in free circulation and dispatched wholly within Great Britain, a normal domestic shipment does not require an import declaration; movements involving Northern Ireland need a separate review.
Name the people responsible
The seller, importer, customs representative, tax payer and warehouse receiver may be different organisations. A warehouse address or delivery label alone does not establish who fulfils each role.
- Record the importer’s legal identity, contact, applicable EORI and the agreed customs representative. Ask who supplies and checks the declaration data.
- State the agreed Incoterm, version and named place; list who pays freight, duty, VAT and destination charges. Door-to-door describes a delivery scope and does not automatically include taxes.
- Separate direct sales to a UK customer from importing inventory into a UK fulfilment warehouse. A low-value parcel rule must not be applied to every warehouse replenishment movement.
Check product requirements and carrier acceptance
Customs clearance, the safety of a product sold in the UK and a carrier’s acceptance rules are separate checks. Complete them for the actual goods and selected service.
- Describe the goods precisely: material, intended use, quantity, value, currency and country of origin. Review the commodity code and any product-specific licence or restriction.
- Ask the importer or responsible business to confirm applicable safety, marking, labelling and traceability evidence. GB and NI product requirements can differ; do not assume one marking applies to every product.
- Disclose batteries, liquids, powders, food, medicines, plant or animal products and other special characteristics before booking. Battery configuration, quantity and packaging can affect acceptance.
- Use the selected Royal Mail product’s domestic or international restrictions. Acceptance on one product does not establish acceptance on another; hold the goods while a required check remains open.
Keep documents and shipment data consistent
Use one controlled version of the invoice, packing details, shipping instructions and label data. Corrections should reach everyone using the earlier version.
- Match SKU or item references, descriptions, quantities and declared values across the order, invoice, packing list and applicable customs data. Samples and returns still need an accurate description and appropriate value basis.
- Record final outer dimensions, gross weight, piece count, destination postcode and receiving contact after repacking. Preserve arrival photos and discrepancy notes where those checks were agreed.
- Supply postal customs forms and electronic information required by the specific service. For the international account products listed in Royal Mail’s Postal Customs Hub, follow its CN23 and electronic-data instructions. Commercial worksheets remain supporting drafts, not issued carrier or customs documents.
Control receiving, stock release and returns
A delivery signature, warehouse receipt and available-for-sale inventory are different events. Give each a reference and a clear next action.
- Pre-alert supplier deliveries, reconcile expected and received counts, and separate damaged, unidentified or unreviewed goods from releasable stock.
- Record the named person who approves consolidation, repacking, relabelling and dispatch. Resolve quantity or compliance exceptions before releasing the affected items.
- For returns, keep the original order or export reference, item identity, condition check and the owner’s instruction: restock, repair, return, recycle or dispose. Re-import relief needs its own eligibility and evidence review.
- If an overseas seller stores goods in a UK fulfilment warehouse, ask whether the provider’s activities fall within the Fulfilment House Due Diligence Scheme and check approval where required.
Close the handover with evidence
Keep a traceable record of what was approved, collected and delivered, including unresolved exceptions and the next responsible person.
- Before dispatch, confirm the selected service, quote scope, acceptance checks, final package count and release authorisation. An open licence, product or cargo-acceptance question is a reason to pause the affected shipment.
- Distinguish label creation, carrier handover, tracking scans and proof of delivery. A printed label is not evidence of collection or delivery.
- Keep operational records with controlled access and a retention rule appropriate to their purpose. Share the information a partner needs for its role and review the website’s privacy and service terms.
Responsibility register
| Review area | What to record or confirm | Who to involve |
|---|---|---|
| Import and product checks | Importer identity, EORI where applicable, commodity review, licences and product evidence. | Importer / responsible product business |
| Declaration data | Reviewed descriptions, values, origin, supporting documents and instruction version. | Seller / customs representative |
| Charges and taxes | Incoterm and named place; included, excluded and pending freight, duty and VAT items. | Buyer / seller / appointed adviser |
| Receiving and release | Arrival reference, quantity differences, holds, packing instructions and release approval. | Warehouse / stock owner |
| Transport and aftercare | Selected product, acceptance confirmation, handover reference, delivery and return action. | Carrier / logistics coordinator / merchant |
Import and product checks
- What to record or confirm
- Importer identity, EORI where applicable, commodity review, licences and product evidence.
- Who to involve
- Importer / responsible product business
Declaration data
- What to record or confirm
- Reviewed descriptions, values, origin, supporting documents and instruction version.
- Who to involve
- Seller / customs representative
Charges and taxes
- What to record or confirm
- Incoterm and named place; included, excluded and pending freight, duty and VAT items.
- Who to involve
- Buyer / seller / appointed adviser
Receiving and release
- What to record or confirm
- Arrival reference, quantity differences, holds, packing instructions and release approval.
- Who to involve
- Warehouse / stock owner
Transport and aftercare
- What to record or confirm
- Selected product, acceptance confirmation, handover reference, delivery and return action.
- Who to involve
- Carrier / logistics coordinator / merchant
Exceptions and changes
| Situation | Next action | Action owner | Evidence before proceeding |
|---|---|---|---|
| Quantity or value does not match | Hold the affected items and compare the actual count and value basis with the invoice and packing list. Ask the document owner to correct the version; if customs data was already submitted, refer the correction to the customs representative. | Supplier or document owner; warehouse for the count; customs representative for declaration changes. | Count record, disputed document version, discrepancy reference and correction approval. |
| A special goods characteristic was not disclosed | Pause booking or release of the affected parcel. Obtain the actual product details and send them for separate product, customs and transport reviews where relevant. Keep the description accurate while acceptance is being resolved. | Goods owner supplies details; responsible product business, customs contact and service provider review their own scope. | Product or battery details, required supporting documents and service-specific acceptance response. |
| Release instructions or authority are unclear | Keep the affected stock on hold. Ask the authorised stock owner to identify the items, quantity and action in a dated instruction. Record who approved it before changing stock status or dispatching. | Authorised stock owner; warehouse records and follows the agreed instruction. | Hold reason, instruction version, approving role and approval date. |
| Return identity or original movement evidence is missing | Keep the return awaiting identification rather than adding it to saleable stock. Request the order, item identity and available original shipment records. Ask the customs representative to review any proposed relief for a future UK re-import separately. | Merchant or stock owner identifies the item; warehouse records condition; customs representative reviews any relief. | Receiving reference, condition photos, identity match and recovered order / shipment references. |
Quantity or value does not match
- Next action
- Hold the affected items and compare the actual count and value basis with the invoice and packing list. Ask the document owner to correct the version; if customs data was already submitted, refer the correction to the customs representative.
- Action owner
- Supplier or document owner; warehouse for the count; customs representative for declaration changes.
- Evidence before proceeding
- Count record, disputed document version, discrepancy reference and correction approval.
A special goods characteristic was not disclosed
- Next action
- Pause booking or release of the affected parcel. Obtain the actual product details and send them for separate product, customs and transport reviews where relevant. Keep the description accurate while acceptance is being resolved.
- Action owner
- Goods owner supplies details; responsible product business, customs contact and service provider review their own scope.
- Evidence before proceeding
- Product or battery details, required supporting documents and service-specific acceptance response.
Release instructions or authority are unclear
- Next action
- Keep the affected stock on hold. Ask the authorised stock owner to identify the items, quantity and action in a dated instruction. Record who approved it before changing stock status or dispatching.
- Action owner
- Authorised stock owner; warehouse records and follows the agreed instruction.
- Evidence before proceeding
- Hold reason, instruction version, approving role and approval date.
Return identity or original movement evidence is missing
- Next action
- Keep the return awaiting identification rather than adding it to saleable stock. Request the order, item identity and available original shipment records. Ask the customs representative to review any proposed relief for a future UK re-import separately.
- Action owner
- Merchant or stock owner identifies the item; warehouse records condition; customs representative reviews any relief.
- Evidence before proceeding
- Receiving reference, condition photos, identity match and recovered order / shipment references.
Teaching example: a short receiving count
Fictional example for practising the receiving record. The quantities are assumptions.
A pre-alert lists 100 units of demonstration SKU DEMO-A. The warehouse counts 98 units twice and records the difference before any customer order is picked.
- Expected quantity
- 100 units · SKU DEMO-A
- Received quantity
- 98 units · second count confirms the result
- Hold reason
- Two units short; affected SKU awaiting reconciliation
- Next action and owner
- Stock owner requests supplier reconciliation; warehouse awaits a recorded release instruction
Keep 98 received and two short as separate facts. The difference alone does not prove transport loss or a customs hold. The stock owner can instruct whether to keep the affected stock held or release an agreed quantity after review. Record that instruction; refer any declaration correction to the customs representative.
Preparation checklist
Mark the items you have reviewed. Keep a copy or printout for your records; your choices stay in this page session.
Personal preparation notes. Checked items show what you reviewed; they do not confirm carrier acceptance, product compliance, customs clearance or permission to dispatch.
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https://royalmailparcel.com/resources/compliance/
Sources reviewed 7 October 2026. Check the linked guidance for your goods, destination and service before acting.
Worksheets
Shipment compliance record
Blank fields for movement, importer, goods, document version, outstanding checks and release authority.
Using the worksheets
- Create one review reference and record the actual movement, parties, goods and final package data.
- Add document and review references; give every outstanding question an action owner before release.
- Save the approved version with its release reference. Route later changes back to the relevant reviewer; the worksheet does not amend a declaration.
Warehouse release & return record
Record receipt differences, item condition, the authorised action and supporting references.
Using the worksheets
- Link the arrival or return to the expected order and compare expected units, received units and condition.
- Record the hold reason, requested action and supporting photos or discrepancy references before seeking approval.
- Record the authorised person, dated instruction and resulting stock status; keep customs or relief reviews as separate references.
Complete these blank worksheets offline. They are preparation records, not a customs declaration, product approval or verified emissions report. No file is uploaded to this website.
Record maintenance
- Before booking or release, check open questions against the latest goods, destination and document version; repeat the relevant review after changes.
- At each receiving, dispatch or return handover, connect the physical record to the shipment and name the next action owner.
- Review unresolved holds and a sample of completed records regularly. Check current official guidance when the product, GB / NI territory or service changes, and keep retained records under the agreed access rules.
Frequently asked questions
Does preparing this checklist approve a shipment?
It helps organise the review. The importer, responsible product business, customs representative and carrier must confirm the checks within their roles. A worksheet does not issue a licence, approve a product or release goods.
Can a UK warehouse be treated as the importer?
Only when that role has been expressly agreed and the relevant requirements are met. A receiving address by itself does not establish importer identity, tax responsibility or product responsibilities.
Can returned goods use the original paperwork?
Keep the original references as supporting evidence, then review the actual return movement, condition, value basis and any relief requirements. A return label or old invoice alone does not establish duty or VAT relief.