RECEIVING AND FOLLOW-UP NOTE — BLANK TEMPLATE
Original worksheet from Make This Useful. Use your own permitted details.
Reading: https://makethisuseful.com/articles/supplier-parts-request

Keep one item and delivery together. Duplicate the note for another item.
An unknown quantity is unknown; do not enter zero as a placeholder.

DELIVERY AND ITEM
Supplier / delivery reference:
Item description and exact code:
Delivery location, if relevant to this recipient:
Unit counted (individual item / case / pack / another stated unit):
Items per case or pack, only if confirmed for this exact item:

WHAT EACH RECORD SAYS
Packing-list reference and line:
Packing-list quantity and unit:
Order reference, line, quantity and unit, if available:
Invoice reference, line, quantity and unit, if available:

WHAT WAS ACTUALLY CHECKED
Current observed quantity and unit:
Who checked / when / where:
Condition or uncounted contents, if relevant:
Previous observation, if correcting one:
What changed and why:
Document values that have not changed:

QUESTION FOR THE SUPPLIER
Difference from the named record, using comparable confirmed units:
What needs checking or answering:
Permitted photos or source links:

Draft message:
Please check [delivery and item]. [Named record] states [quantity/unit].
Our current observed count is [quantity/unit]. [Actual correction, if any.]
Please check [specific difference or uncertainty] and tell us [next answer].

FOLLOW-UP
Person handling the next check:
Next check date, if actually agreed:
Supplier's actual reply / date / reference:
Confirmed action and evidence, if any:
Still open:

Before sending, remove unused placeholders and check the actual message.
Keep missing records and unconfirmed causes visible. A count does not
establish a credit, replacement, payment or change to your inventory system.
Retain the prior observation with its correction; use the current count in
the follow-up. Share only the material this recipient needs.