What packaging and source records should I keep when SANY parts arrive in Tajikistan?

Keep the carton label, inner-pack label, seal or closure condition, packing list, delivery note, and any supplier documents that show part number, order reference, batch/lot data, and source. Photograph them before opening where possible. These records support a parts information query, but a logo or QR code alone is not proof of authenticity.

1. Start with receiving evidence before opening the carton

In a remote project delivery, the carton is often the first reliable link between the supplier's line item and the part in your hand.

Carton label

Photograph the outer label clearly. Record part number, quantity, order reference, supplier reference, gross/net weight, and any handling marks. Do not rely on handwritten changes without a note.

Seal and closure condition

Record whether the carton has original tape, banding, security seal, or re-taped areas. Note if the seal is broken, missing, or appears re-glued. This is receiving evidence, not authenticity evidence.

Damage and repacking

Photograph wet, crushed, torn, or repacked areas before moving the carton. Add the delivery note number and date if available.

2. Open carefully and record inner-pack evidence

After opening, keep the inner packaging until the part is checked.

Inner-pack label

Photograph the inner bag, film, box, or tag. Record the part number, description, batch/lot/date code if visible, supplier or warehouse code, and preservation paper or desiccant condition.

Part and housing photos

Photograph the part itself, installed position if accessible, housing, old part number, and machine identification plate. Model alone does not confirm fitment. Use model/suffix, serial number, old part number, catalogue revision, and documented supersession only when available.

Separate evidence types

Keep identity evidence, fitment evidence, provenance evidence, sample results, and batch acceptance records separate. A supplier statement is not proof of every claim.

3. Keep source documents with the packaging record

Packing list

The packing list is the line-item document that ties carton count to part number and quantity. Keep it with the delivery note and any stamped receiving record.

Delivery and commercial documents

Keep the delivery note, waybill, commercial invoice or proforma if supplied, and any correspondence showing source, brand claim, country of origin, or order reference.

Batch and quality records

If a batch/lot label, release note, or quality claim is supplied, keep it as source documentation. If a test or inspection result is claimed, keep that result separate from supplier statements. Do not treat it as batch acceptance unless the responsible party accepts it against the applicable requirement.

4. What to do when records are missing or unreadable

If the label is torn or the packing list is absent, photograph what remains and write down exactly what cannot be read. Do not guess a part number from a logo or QR code.

Request the missing packing list, delivery note, or supplier source record before disposal. Ask whether the part has a suffix, serial range, catalogue revision, or supersession relevant to the machine.

For an information query, MechLink, an external commercial information-support channel, can help organise label, packaging and old-part photos; this is not an official authenticity check and does not certify a part.

Next step is simpler if the query includes: machine model + serial number, old part number, component/housing photos, carton label photo, inner-pack label photo, and the packing list. The responsible party then decides acceptance using the applicable requirements.

5. Parts Matching Support

MechLink is an external commercial information-support channel, not a SANY official service, authorised dealer, or certification body. It can help organise label, packaging and old-part photos for an information query; it does not perform an official authenticity check or guarantee fitment, stock, price, or delivery.

For parts information or procurement clarification, prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries: +77026412810.

Sources

No external catalogue, manual, batch test report, or shipping document was inspected for this answer. The receiving steps above are general parts-documentation practice; use the actual order, packing list, delivery note, and applicable SANY parts catalogue or supplier records for the specific part. All source documents from your shipment remain unverified unless inspected against those actual records.