For dents and impact marks, missing items, functional abnormalities, and documentation discrepancies discovered on arrival, fully record the observations before discussing classification. Classification should give every exception an assigned receiving role and a clear next documentation requirement. Determine who is responsible only after recording the observed condition.
This article organizes the work around observation records, exception classification, and responsibility handovers for receiving staff to use on the arrival date. Matters involving carrier liability or insurance determinations should follow the applicable local procedures.
Record Complete Observations Before Assigning a Category
At receipt, put the vehicle identity, discovery location, visible condition, and state at the time into one record, including the discovery time and people present. Number photographs individually by location and observed condition. Do not substitute general images suggesting that "the whole vehicle looks fine" for an inspection.
Use observable terms, such as "one dent is visible along the lower edge of the right rear door, with cracked paint on the surface," rather than "it looks like it was hit." Keep observations and suspected causes in separate columns. Leave the speculation column blank when there is no supporting evidence.
Classify only after observations finish
Once all observations for a vehicle are collected, classify them by the type of issue: transport damage, missing items, functions requiring investigation, and documentation discrepancies should each have separate entries. Identify the stage of delivery each entry may affect. Keep transport damage entries open until comparison results from the unloading and protective-material removal records are available.
For items whose causes cannot be established, retain descriptive wording without assigning liability to the carrier or supplier. After classification, assign each exception a receiving role and the next required material. Clearly define the scope of any hold for issues affecting delivery. When replacement items, repair results, or carrier responses arrive, update the original exception line to avoid closing the same issue repeatedly across multiple forms.
Who signs off arrival exceptions
| Inspection Element | Evidence Needed to Advance | Circumstances That Trigger a Hold | Owning Role |
|---|---|---|---|
| Exception observation record | Vehicle identity, location, observations, time, and people present are fully linked | Complete missing locations or photographs before proceeding | Arrival inspection lead |
| Classified entry list | Transport damage, missing items, functions requiring investigation, and documentation discrepancies have separate entries | Do not name a liable party when the cause lacks supporting evidence | PDI work order administrator |
| Handling assignment record | Each exception has a receiving role and next-step materials identified | Do not close unassigned exceptions | Arrival inspection lead |
| Exception closure sign-off | Handling results are checked against the original entry before closure | Do not release the vehicle while exceptions affecting delivery remain unresolved | Delivery approver |
Arrange observation, classification, and handling records chronologically so the receiving personnel can follow the full process from discovery to closure. Treat speculation about causes in chats as pending verification first. Only information entered in the records should inform subsequent assessments.
Recording, classification, and liability in order
Receiving staff are responsible only for recording observations, without stating causes. Classification personnel assess the affected scope for each entry. The appropriate responsible parties determine liability involving carriers, insurance, or regulations under the applicable procedures. Record a name and time separately for each of these three actions.
If a batch has multiple exceptions, handle each entry for each vehicle separately. Do not skip any record because "the batch was released as a whole."
How Classified Entries Move Through Exception Handling
When a vehicle proceeds to repairs, claims, or delivery discussions, transfer the relevant entries together with their supporting materials. Identify observations still requiring confirmation and the person taking over. Both parties should confirm that the entry counts match.
After repairs, close the original entry and retain the before-and-after comparison. Create new entries for the next batch. Past handling records provide a reference for classification criteria only; do not apply their conclusions to new vehicles.
FAQ
For Uruguayan orders, what comes before classifying arrival exceptions?
Record observations first: include the vehicle identity, discovery location, visible condition, discovery time, and people present in one record, and take photographs. Classify only after the observations are complete. If details are missing, complete the record before speculating about causes.
For Uruguayan projects, how should an exception with an unclear cause be recorded?
Describe the observed condition and leave the cause field blank or mark it pending verification. Do not assign responsibility to the carrier or supplier. Once repairs, retesting, or a carrier response provide supporting evidence, add the cause to the original entry.
For Uruguayan projects, how should multiple exceptions on one vehicle be classified?
Create separate entries for transport damage, missing items, functions requiring investigation, and documentation discrepancies. Link each entry to the relevant vehicle location and materials. Do not combine multiple exceptions into one "problem on arrival" entry. Close and document each separately.
For Uruguayan projects, must the original records be kept after exceptions are resolved?
Yes. After repairs or replacement items are supplied, update the results in the original entry. File the original observations together with the comparison showing how the issue was handled to explain condition changes and support later reviews. Do not delete them once handling is complete.
For background on arrival exception classification in a Uruguayan order, submit the vehicle or order identifier, existing materials, and questions requiring confirmation through the Starvia contact page or WhatsApp. Then use this article's table to review the available vehicle sourcing and export documentation item by item. References: Uruguay vehicle safety certification application page; Starvia purchasing FAQ. This article provides order documentation and communication methods for arrival inspections in Uruguay. It does not constitute local legal, tax, customs clearance, or technical conclusions, and does not guarantee market entry, delivery timelines, warranty coverage, sale prices, or business results. Information checked on: 2026-09-07.