Receiving a Matcha Delivery: Inspection Checklist

A delivery check takes a few minutes and saves a lot of trouble later. Check the outer box, the bags and the paperwork before the stock goes on the shelf, record what arrived, and if anything is damaged or missing, document it straight away and contact Yumi promptly. This article gives you a checklist to keep by the door, a simple receiving log and what to do when something is not right.

Before the delivery arrives

Know what you ordered. Keep the order confirmation where the person receiving goods can find it, on paper or on a tablet. If more than one person receives deliveries, make sure each one knows where the checklist and the log are.

Decide where the stock goes before it arrives: a cool, dark, dry place away from heat sources and strong smells. A box left by the back door or next to the dishwasher for an afternoon is exactly what you want to avoid.

The receiving checklist

Work through it in order. If you find a problem at any step, stop and document it before you go on.

1. Outer packaging

• [ ] Number of parcels matches the paperwork or tracking information
• [ ] Box is intact: no crushing, tears, holes or punctures
• [ ] No sign of water damage: stains, softened cardboard, wet patches
• [ ] No strong smell picked up from transport (fuel, chemicals, perfume)

If the outer box is clearly damaged, photograph it on all sides before you open it.

2. Contents against the order

• [ ] Open the box and compare the contents with the packing slip
• [ ] Compare the packing slip with your order confirmation
• [ ] Right products: Ceremonial Barista Matcha and Ceremonial Matcha look similar in a box, so read each label
• [ ] Right quantities of each product, including samples and accessories

3. Each bag

• [ ] Bag is sealed and unbroken
• [ ] No punctures, split seams or loose powder in the box
• [ ] Bag feels like powder, not hard lumps (hard lumps can point to moisture)
• [ ] Label is legible

Do not open a bag to inspect it unless you are going to use it. Opening lets in air and moisture.

4. Labels and dates

• [ ] Best-before date is readable
• [ ] Batch or lot information, where printed, is readable
• [ ] Note both in your receiving log

For guidance on what the best-before date on a specific product means, check the pack or the B2B FAQ.

5. Accessories

• [ ] Whisks, bowls and scoops are complete and undamaged
• [ ] Bamboo whisk tines are not broken or crushed
• [ ] Ceramic bowls have no chips or cracks

The receiving log

A receiving log gives you a record for stock rotation and traceability. It does not need special software. A shared spreadsheet or a page in the stock book is enough.

Date received	Product	Quantity	Best-before	Batch/lot	Condition	Checked by
(date)	Ceremonial Barista Matcha 1 kg	2	(from label)	(from label)	OK	(initials)
(date)	Bamboo whisk	1	n/a	n/a	2 tines broken, reported	(initials)

This log feeds two other routines. It tells you which bag to open first under FIFO stock rotation, and it gives you the batch information you need for batch records in a café.

If something is damaged or missing

Act on the day of delivery. The longer you wait, the harder it is to show what arrived and in what state.

Document it

• Photograph the outer box on all sides, including the shipping label.
• Photograph the damaged item, close up and in context (inside the box).
• Photograph the packing slip next to the contents.
• For missing items, photograph the open box with everything that did arrive laid out.
• Keep all packaging until the issue is settled.

Record it

• Note what is wrong in your receiving log.
• If a courier is still present, mention visible damage to them, and note it on their device or paperwork if they allow it.

Report it

• Contact Yumi promptly with your order number, a short description and the photos.
• Check the terms of sale or the B2B FAQ for the deadline and procedure for reporting damage or missing items. Do not assume a deadline; check it.

Keep the stock separate

• Do not use a damaged or open bag while the issue is open. Set it aside, clearly labelled, away from your working stock.

What counts as a problem

Some things look alarming but are normal; others need reporting even if they look minor.

Observation	What to do
Box dented, bags inside intact and sealed	Note it, photograph it, use the stock
Bag seal broken or bag punctured	Document and report; do not use
Loose powder in the box	Document and report; check every bag
Damp or stained box	Document; check bags for moisture; report
Wrong product or quantity	Document and report; keep unopened
Broken accessory	Document and report
Label unreadable	Note it and ask Yumi for the details

Put the stock away correctly

Once everything checks out, move it to storage the same day. Place new bags behind older ones so the oldest is used first. If this is your first delivery, the steps for placing your first wholesale order cover account set-up and checkout, and are worth sharing with whoever will receive goods.

Next step

Print the checklist, put it by the door where deliveries arrive, and start a receiving log with your next order. If something is wrong with a delivery, get in touch with Yumi with your photos and order number.