A delivery signature should sit alongside a clear record of what arrived and what still needs to happen. For a clinic or hospital buying equipment, preparing the receiving process before dispatch makes it easier to spot missing accessories and arrange the next step.
Before the vehicle arrives
Nominate a receiving contact and give the supplier the exact address, access instructions and telephone number. Confirm the unloading arrangements and whether installation staff will arrive with the shipment or at a separate appointment. Keep the accepted quotation, order and packing list available to the receiving team.
Ask the installer for the manufacturer's site requirements early enough for your facility to prepare. Room access, space and required services should be checked for the particular model. A generic checklist cannot replace those requirements.
Record the delivery condition
- Count packages against the delivery note and packing list.
- Record visible package damage and photograph it where appropriate.
- Check item descriptions, models, quantities and supplied accessories.
- Record serial numbers where applicable.
- Note missing items or discrepancies and notify the supplier promptly.
If unpacking requires specialist handling, agree that process with the supplier rather than opening or moving equipment without the necessary help. Retain the shipment documents and relevant photographs in the purchase file.
Separate receipt from technical acceptance
Confirm what the delivery signature acknowledges. Receiving packages does not by itself establish that installation, functional checks or staff training have been completed. Use the agreed acceptance process to document those activities, with the responsible clinical and technical staff involved.
WHO's equipment management guidance places incoming inspection, inventory, training and maintenance within the equipment lifecycle. A practical facility record can connect these stages to the same asset number.
Close the handover with named responsibilities
Collect the manuals, warranty information and service contact. Record training completed, any outstanding work and who will follow it up. Bring equipment into service through your facility's authorised acceptance process and the manufacturer's instructions.
Arrange the support scope in advance
When requesting equipment from Exper Medical Network, specify whether you need supply only, delivery, installation or training. Ask for each requested service to be confirmed in the quotation. For cross-border orders, read our Kampala-to-Juba buying guide.
Further reading
WHO: Inventory and maintenance management information systems for medical devices. General reference; no affiliation or endorsement is implied.