Tips to ensure you can receive valuable packages safely and securely

Courtesy of Jewelers Mutual Insurance Co.

Valuable packages are sent and received every day in the jewelry industry. It may seem like a simple task, but extreme care should be taken when preparing or receiving any shipment. The loss of a physically small item could add up to a big financial burden, not to mention the time it will take to replace the item(s), putting your work on hold.

As a peak season approaches, now is the perfect time to review your insurance policy to ensure you have adequate coverage and limits for shipping and receiving.  Speak with your insurance provider to find the right coverage for your needs, or request an endorsement for a temporary or permanent change to your policy.

It is also a great opportunity to review the proper steps for shipping and receiving securely.  Check out tips on safe shipping, and share these tips on secure receiving with your associates to alleviate headaches this season.

Arrange for Deliveries

With the increase of shipping and receiving needs around peak sales seasons, you may not always be available to sign for packages. Provide training to key staff members who are authorized to sign and accept packages, establishing uniform procedures that safeguard merchandise and materials. Using the precautions outlined below as well as an up-to-date inventory system will help your business run smoother. Keep a running list of incoming packages you expect, including their ship dates, carriers, anticipated delivery dates, and items included. Share this schedule with your trained staff members so someone is available to safely receive the package.

At the Point of Delivery

When your delivery arrives, take the time to ensure you are receiving the right number of packages and the tracking numbers match your expected shipments. You do not want to be held liable for signing for three packages but only receiving one. Once the number of packages has been confirmed, inspect the condition of the shipment before signing for the delivery. A package that arrives damaged, opened, or in poor condition may have been tampered with during shipping. Don’t hesitate to send it back to the original shipper. If you sign for a damaged package, you may be held responsible if contents are missing.

If you refuse a shipment because of damage or potential tampering, alert the sender promptly to let them know the shipment is being returned. Provide the reason as well, as this can help to identify issues, whether the package for the shipper was improperly wrapped or if there is an issue with a particular carrier or shipping hub.

Open Carefully

Once you have signed for your package(s), proceed to a well-lit and secure area to unpack items one at a time. If you are unable to attend to the packages immediately after they arrive, store them in a secure area, such as a locked room or a vault. Never place inventory near a trash can or receptacle, as items may fall into the trash can unnoticed.

Allow yourself uninterrupted time to unpack your next delivery. If you become interrupted midway through unpacking a shipment, you open up room for errors. A well-meaning colleague might help clean up and mistake an envelope, box, or packing material for trash. It also opens up opportunity for employee theft, if items are left unattended.

If you have not already done so, consider installing a surveillance camera to observe the unpacking area and process. This can be particularly useful in resolving disputes and discrepancies between the list of items shipped and the actual contents of the parcel. It also provides an extra level of security against internal thefts or malpractices.

Unpack items one at a time, and place them away from the packing materials. Cross check that each item you unpack is listed on the packing order slip. If an item is missing, double check all shipping and packing materials thoroughly prior to discarding, to ensure merchandise or materials are not caught up in them or hidden. Remember to check the inside surfaces of all boxes, as envelopes or zip-lock bags containing merchandise might be affixed to them. If an item is missing, alert the sender to confirm that the item should have been delivered in this particular package.

Account for All Inventory Received

Once all items are unpacked, compare the packing slip to the purchase invoice to ensure you received the correct items, in the correct quantity. Record these items into your inventory system and store them safely in your work space. (For recommendations on proper inventory and recordkeeping, read “The Worth of Your Work.”)

Once you have unpacked the packages, confirmed the materials or merchandise, and entered them into your inventory, send an e-mail or message to the sender to confirm you received the accurate contents.

Coverage to Fit Your Needs
Whether representing large or small jewelry operations, stay alert to your surroundings at all times to stay safe and secure. Manufacturing and wholesale operations have different insurance coverage needs than a jewelry designer or goldsmith, and Jewelers Mutual Insurance Company has successfully underwritten and provided coverage for all segments of the jewelry industry for more than 100 years. 

Visit the Safety and Security page at JewelersMutual.com for more tips, or call 1-800-558-6411 to find an experienced agent in your area.