Proper documentation is your strongest shield when shipping internationally with PinguBuy. Clearly recording packaging photos and parcel weights creates an essential audit trail for verification and potential claims. Here’s how to do it systematically.
Step-by-Step Recording Process
Step 1: The Pre-Packaging Photo
Before placing items into the shipping box, take a clear, well-lit photo
Step 2: Document the Packaging Layers
As you pack, photograph each protective layer (e.g., bubble wrap, foam inserts). The final photo must show the securely sealed parcel, with the shipping label clearly visible and legible.
Step 3: Weigh the Final Parcel
Use a calibrated digital scale. Ensure the parcel is fully sealed. Record the weight in both kilograms (kg) and pounds (lbs). Take a photo of the parcel on the scale with the weight reading clearly displayed.
Step 4: Save to Your Spreadsheet for Verification
Immediately upload photos to a cloud service and enter the data into your designated spreadsheet. Delaying this increases the risk of errors or loss.
Optimal Spreadsheet Format
Organize your spreadsheet with the following columns for maximum clarity:
| Date Shipped | Parcel ID/Tracking # | Item Description | Weight (kg) | Weight (lbs) | Link to Pre-Pack Photo | Link to Final Pack Photo | Link to Weight Photo | Shipping Service | Notes |
|---|---|---|---|---|---|---|---|---|---|
| 2023-10-26 | PB123456789 | Wireless Headphones & Charger | 2.1 | 4.63 | [Drive Link] | [Drive Link] | [Drive Link] | Express Air | Used double-walled box |
Why This Practice is Critical for Protection
- Verification:
- Dispute Resolution:
- Weight Discrepancy Claims:
- Organizational Efficiency:
- Dispute Resolution:
Pro Tips for Clarity
- Use a clean background for photos.
- Ensure good lighting to show details and any existing imperfections.
- Include a small note with the parcel ID/date in the photo for easy cross-reference.
- Update the spreadsheet immediately
- Store photos in a dedicated, well-named folder (e.g., "PinguBuy_Shipments_Q4_2023") and back them up.