When your first private label press-on nails arrive, keep the cartons, approved sample and order specification together until you have checked the delivery. Count by design before putting everything into storage. A correct total can still hide the wrong assortment.
The job now is different from choosing a supplier or approving a sample. You are checking whether the goods received match what was agreed, and making any discrepancy easy to identify. Here is a practical receiving workflow you can adapt to your business; it is not a carrier's claims procedure or a new set of sales terms.
Get the reference documents ready before opening cartons
Have the final order list, packing list if supplied, approved nail sample and approved packaging reference available. Use the final versions. A screenshot from the first design discussion may show a color or accessory that was later changed.
Check that the order record identifies each design, its quantity, the confirmed size assortment and what one complete set contains. If the documents disagree, ask for clarification rather than choosing the version that looks closest to the delivery.
If you are still before production, our sample approval guide explains how to establish that reference. An attractive sample and a clear approval record serve different purposes; keep both.
Record the unopened delivery first
Count the cartons received and compare the delivery identification with your shipment record. Photograph any visible crushing, wet areas, torn seams or signs of opening before moving the contents around. Keep the carton identifier in the same record as the photographs so a close-up can be traced back to the right box.
Open the carton carefully and record how the goods were arranged if there is a concern. Keep affected items with their packaging. Avoid repacking everything into clean storage boxes before you have documented an issue.
For example, UPS's claims guidance asks recipients of damaged packages to retain the contents and packaging. Its photo guidance includes the item and internal packing, shipping label and outside of the parcel. Those are UPS instructions, not a promise that your shipment uses UPS or that every carrier follows the same process. Check the actual carrier's requirements and contact the shipper promptly; deadlines and responsibility depend on the shipment.
Send shipment labels and order details privately to the relevant supplier or carrier. There is no need to post a customer's address or tracking label on social media to explain a problem.
Count cartons, sets and nail pieces as different units
Start with the number of complete sets for each design. Then check the agreed contents of a set. Do not count individual nail pieces as saleable sets, or use the number of display cards in a photo as the order quantity.
Here is a made-up counting example. An order calls for 100 sets of design A and 100 of design B. The delivery contains 120 of A and 80 of B. The total is still 200, but the assortment is wrong. Record the difference as “A: 20 extra; B: 20 short,” not “200 sets received, quantity OK.”
Separate loose spare items, samples or extras from the ordered quantity until their purpose is confirmed. An extra item should not silently replace a missing design in your inventory record.
Where several size options or packaging versions were ordered, keep them separate during the count. A correct nail design in the wrong branded card or size-marked pack is still a discrepancy worth resolving.
Compare the received goods with the physical reference
Our owner-confirmed inspection concerns include color differences, card material, quantities and visible workmanship issues. At SENAILGLOBAL, every finished set is manually checked before shipment. Your receiving check documents what arrived after transport; it does not replace that pre-shipment work.
Place the received set beside the approved physical sample under the same lighting. If you are reporting a color concern, show both in one photograph where possible and keep an unfiltered original. Changing the lighting or applying a beauty filter can make the comparison harder to interpret.
Look at the finish and decoration, then the card and assembled pack. Record the location of a visible issue: which design, which set and which part of the nail or packaging. “Several sets have a different card finish from the approved proof” is more useful than “the quality is bad.”
Hand-finished work can vary, but that is not a reason to dismiss a broken decoration, a missing piece or a mismatch with the agreed specification. If the acceptance boundary is unclear, pause the affected goods and ask for a review. This article does not set a universal tolerance or claim that a photo can resolve every color or fit question.
For a packaging concern, compare the actual material and layout with the approved proof record. Keep that question separate from whether the nail design itself matches.
Keep uncertain goods out of available inventory
Use a simple status system that your team can follow: checked and ready, held for review, or not yet checked. Keep the held goods identifiable instead of mixing them back into stock after taking a photograph.
Reconcile the statuses with the quantity physically received. In a hypothetical delivery of 200 sets, if 190 are ready and 10 are held for review, the received total is 200 and the available quantity is 190. The ten held sets are not automatically ten confirmed defective sets; their status is still unresolved.
If one issue repeats, record how many sets you actually checked and how many showed it. Do not report a whole-batch defect rate from one close-up. Decide whether to extend your receiving review, and discuss a wider concern with the supplier before releasing the affected stock.
Send one clear discrepancy record
This is a suggested email structure, not mandatory company paperwork:
- Order reference and delivery date:
- Carton identifier and design reference:
- Quantity ordered / received / checked / affected:
- Agreed specification or approved sample reference:
- What differs, and where it appears:
- Photos of the item, comparison reference and relevant packing:
- Current status: held for review, not sold or otherwise explained:
- Action requested or question needing an answer:
For color or workmanship questions, describe the difference against the reference. For missing quantities, include the per-design count. For transport damage, include the carton condition and packing evidence. You may not yet know the cause; reporting an observation is better than assigning blame without evidence.
Supplier review and a carrier claim are separate processes. Ask who will coordinate the next step before returning, repairing or discarding the affected goods. At SENAILGLOBAL, verified manufacturing or packing issues that were not caused by the customer can be reviewed for follow-up handling, including replacement where appropriate. The scope, timing and shipping arrangement need confirmation; a report does not automatically create a refund or an immediate dispatch promise.
Close the record when the issue is resolved
Record the agreed action and update the stock status when it is complete. Keep the approved reference for the next order rather than replacing it with an unresolved delivery sample.
Existing customers can send their delivery record to sales@senailglobal.com; Japan-market buyers can also use visionailsjp@gmail.com. Include the order reference privately so the team can locate the right specification.
If you are comparing suppliers before placing your first order, ask how sample approval, inspection and issue review will be documented. Our private-label service page sets out the current process, and the first branded-order guide helps you prepare the brief. Getting that reference right before production makes the receiving conversation much more precise.