Your equipment order does not end when the shipment arrives. A structured delivery inspection helps your team compare what was supplied with the agreed order and record questions before the unit enters daily use. This guide is for salon owners, spa managers and distributors receiving professional beauty equipment.
Prepare an acceptance file before arrival
Keep the final quotation, order confirmation, packing list and model-specific accessory list together. Identify the person who will receive the shipment and the person who will check the equipment. If these are different people, agree how photographs and delivery records will be shared.
Request the supplier's written instructions for reporting visible transport damage, missing items and configuration differences. Record any agreed reporting periods and the contact responsible for each issue. Do not assume that a carrier's delivery acknowledgement and your supplier's acceptance process are the same document.
Record packaging condition before unpacking
Photograph the shipment labels and the outer packaging from several angles. Note obvious dents, water marks, opened seals or other visible differences. Keep the delivery paperwork and record the time of receipt. Follow the carrier's and supplier's agreed reporting process if something appears wrong.
Unpack in a suitable space with the people and handling equipment needed for the delivered package. Retain packaging while you complete the initial checks, where practical. Avoid discarding labels or protective components before you have resolved questions about the delivery.
Match the unit to the order
Compare the model identification and supplied configuration with the order confirmation. Record the serial number when available. Check the exterior for visible damage and photograph the unit before moving it into service. A similar-looking cabinet is not sufficient evidence that the requested model and configuration were delivered.
Count accessories against the written list. Separate handpieces, cables, tubing, reusable attachments and starter supplies. Where an item has a model or part reference, record it. Mark an unclear item as a question rather than guessing its purpose or compatibility.
Check documents and installation readiness
- Operating instructions for the supplied model and configuration.
- Maintenance information and the agreed support contact.
- Written warranty terms for this order.
- Confirmed electrical and installation requirements.
- Any agreed documentation needed for your destination and intended use.
Review installation readiness with the supplier before powering the unit. A delivery inspection is not a substitute for product-specific instructions, required qualifications or destination-specific compliance checks. Do not improvise electrical connections or open the cabinet to investigate a concern.
Use a documented handover, not an improvised treatment
Ask for the supplier's recommended initial verification procedure. Record which checks your team completed, who performed them and any unresolved questions. Keep equipment out of client use until the relevant setup, instructions and operator requirements have been addressed. A machine switching on does not establish treatment suitability or prove every function works as specified.
For a discrepancy, send a concise report: order reference, model, serial number, photographs, the expected item or condition, and the difference observed. Ask the supplier to confirm the next step in writing. Avoid making internal repairs before receiving appropriate guidance.
Create a reusable receiving checklist
Use columns for the agreed requirement, observation, evidence filename, responsible person and resolution. Distributors can use the same record to support their downstream handover. A clear receiving file makes later support conversations easier without claiming that an inspection guarantees fault-free operation.
Before ordering, discuss acceptance documents and accessory lists with LumiVera. Send your country, selected model and quantity so we can request model-specific information. Read our consumables and after-sales guide to connect delivery checks with your longer-term support plan.