AI-generated editorial illustration; not a photograph of an actual CargoMov customer, shipment or port facility.
Keep business cargo records clear with a practical proof-of-delivery template linking package counts, receiver details, exceptions and invoices.
Use a small set of consistent fields
For each delivery, retain the booking reference, pickup and destination, date and time, sender, authorised receiver, quantity and a visible-condition note. Add relevant photos or acknowledgement evidence where available and appropriate. The record should identify the actual job without relying on someone's memory.
Keep personal information proportionate to the delivery purpose. Do not circulate identity documents, full customer lists or unrelated financial details in a public tracking link. Use your business's authorised storage and access process for sensitive records.
Count what arrived, not what was expected
If a request says 24 cartons, the receiver should record the quantity physically received. Note shortages, open packaging or visible damage clearly. Where the contents cannot be inspected immediately, state what was checked rather than implying a full examination took place.
Illustrative record: 'Booking reference X; Tema warehouse to Accra branch; 23 of 24 cartons received; one carton missing; outer packaging otherwise intact; dispatch contact notified.' This is more useful than a generic 'delivered' message. Follow the agreed claims and support process for any discrepancy.
Separate delivery, invoice and payment
A delivery acknowledgement records the handover. An invoice states the amount billed. A payment receipt records a payment. None automatically substitutes for the others. Keep the booking reference on each record so the accounts team can match them without guessing.
For part deliveries or multiple stops, check each stop separately. Do not treat a photograph at the first branch as proof that the final branch received its goods. If a payment remains pending, do not relabel it as paid simply because the delivery is complete.
Build a weekly exception check
Review deliveries with missing receiver details, unexplained count differences, disputed charges or unmatched payments. Give each exception an owner and a next action. A small weekly review is easier to manage than discovering a month of incomplete records when a supplier asks for settlement.
Businesses handling released cargo from Tema Port or Takoradi Port should keep the inland transport record connected to the correct consignment. The Takoradi handover plan explains the receiving arrangements; it does not replace the official release documentation.
Use CargoMov records as part of the audit trail
Use the booking, tracking and available delivery evidence in your CargoMov Business account, and retain the invoice, receipt or statement relevant to the transaction. Check the actual status shown rather than assuming a bank-transfer screenshot means funds have been confirmed.
If evidence is missing or a status appears inconsistent, contact CargoMov support with the booking reference and a concise explanation. Customers and agents should also keep their own collection instructions and handover notes. Good documentation reduces ambiguity, but it does not by itself decide liability.
Topics covered
Frequently asked questions
Is live tracking proof of delivery?
No. Tracking indicates location or progress. A delivery record should also identify the receiver, quantity and any exceptions.
Is a receipt the same as an invoice?
No. An invoice describes an amount billed; a payment receipt records payment. Match both to the correct booking.
What should I do if a carton is missing?
Record the actual count, preserve relevant evidence and notify the responsible parties promptly through the agreed support process.
Ready to plan your delivery?
Use CargoMov to plan a cargo booking, review available pricing options and follow the delivery. Agent access and Driver access are subject to the relevant account approval.