Everything to know about Proof of Delivery (POD)
What is a Proof of Delivery?
A Proof of Delivery or POD (pronounced P.O.D.) is a receipt which establishes the receiver’s acknowledgement of the freight received in a good condition. POD contains information relayed by the carrier, which includes the name of the person who received the product, the date and the time when the freight was delivered, and other relevant shipping details. A POD can either be in a hardcopy format or can also be electronically fed.
Why is Proof of Delivery important?
- Once a product leaves your warehouse and makes its way to the end customer, the responsibility gets exchanged. It then becomes the duty of the customer to inspect the package and look for any damages before accepting it. Therefore, educate the customer beforehand to avoid any hassle.
- It’s best to examine the freight for torn outer covering, opened cover, tampering, or leakage of any kind. In case of any dissatisfaction, the customer should immediately notate a remark on the POD copy. Failure to do so will make filing for a claim later impossible.
- The customer can also refuse to accept the product if he/she is not happy with its condition.
- It is advisable to check and be satisfied with the condition and quality of the product before signing the POD. If the customer does not follow this procedure, then the carrier cannot be held responsible for the damaged freight.
- Similarly, the same procedure should be followed during a RTO delivery as well. If at the time of RTO delivery, you find the outer packaging of shipment tampered with, instantly give your remarks on POD. In case if delivery executive refuses to take remarks over POD then do not accept the delivery and raise a complaint with Shiprocket. Call recording or CCTV footage always helpful to make case stronger.
- In case the shipment received is in a damaged condition or the contents are missing, it’s imperative to raise claim within 24 hours to 48 hours of receiving shipment, with mandatory negative remarks on POD as well.
- Please remember that the courier is only liable to deliver the shipments with intact outer packaging. Since they don’t check inner content of the parcel, therefore liability can be imposed for outer packaging only.
What are the different kinds of Proof of Delivery?
- There are two ways the Proof of Delivery can be recorded.
- The most common method is a paper invoice which requires for the receiver to sign their acknowledgement of receiving the product.
- The second one is an E-POD, that is, an Electronic Proof of Delivery. The carrier agent usually carries a device which requires for the receiver to sign electronically. It is better than the paper POD because it offers other features, like, geotagging, real-time status update, and of course saves paper in the process.
- The softcopy of the POD is then sent to the email ID of the customer or can be downloaded from the link provided by the carrier agency.
- More and more companies are opting for E-POD instead of continuing with the old-school paper method. It’s easy, tech savvy, and efficient while recording the notes and remarks/information related to the freight.
What do you take away from this article?
- The key point is to always tell your customers to check the freight’s condition before accepting it.
- Raise a complaint and give negative remarks on the POD if during the RTO delivery the packaging is damaged.
- In case it is found damaged, they should either not accept it, or ensure that the POD has remarks regarding the same. This way it becomes easier for them to put up a claim later and get the right product.