What it means
A seal may be applied after loading and its number recorded on a dispatch document, and the receiver compares that number with the physical seal before opening. If it differs, is absent or looks damaged, stop the routine acceptance process and document the condition, preserving photos, vehicle ID, container ID, time and people present.
Physical inspection should check the fitting, not just read the printed digits. Check the whole chain, because a container may be re-sealed at a customs or security inspection and the new number and authorised reason should be recorded.
If a seal was replaced during an authorised inspection, keep both old and new numbers with the reason, place and responsible party, and do not overwrite the dispatch record. The chain of custody should show a traceable transition rather than a magically matching final number.
A handwritten number can be misread, so use scanning or a second check where practical, and remember that a seal can also be transferred or defeated, so it is one control among many, not an absolute guarantee against tampering. For high-security supply chains, US CBP describes a view, verify, twist and tug method to check that the seal is correctly numbered, intact and fixed in place.
This is an example of a defined procedure, not a universal rule for every delivery, so train staff on the standard their shipment actually uses. Define who may cut the seal and when, because if a driver cuts it before receiving staff arrive, evidence of the handover may be lost.
After opening, count items and inspect condition under normal receiving rules. Do not sign an unconditional receipt for contents solely on a seal check.
Investigate exceptions proportionately: a clerical transposition may be resolved with dispatch evidence, while an unexplained broken seal may require quarantine, insurer notice or law-enforcement involvement according to the actual circumstances and contract. Keep the suspect seal or its photos as evidence when appropriate.
For owners, this step helps identify where custody records diverged and reduces arguments about loss. It should never replace a real goods inspection.
In practice
Real-world examples.
Example
A receiving clerk confirms seal 48271 on the container matches the dispatch manifest before authorised opening. She photographs the seal in place, records the time and the driver's name, and only then allows the seal to be cut.
Example
A port inspection replaces the seal, and the carrier presents a documented record of the old and new numbers. The receiving team keeps both numbers with the inspection reference, so the custody trail shows a traceable change rather than a mismatch.
Example
A broken seal arrives without an explanation, so the warehouse photographs it and holds the load for a controlled count. The supervisor notifies the carrier and the insurer, keeps the seal as evidence, and signs for the delivery only as received subject to inspection.
Formula
Calculation
Seal verification compliance = Sealed loads with matching, documented seal checks at receipt / Eligible sealed loads received x 100
Worked example. A fictional warehouse receives 300 loads that require a seal check. It documents 288 valid checks, eight mismatches and four missing records.
- Compliance rate = 288 / 300 x 100 = 96%.
- The 12 exceptions (eight mismatches plus four missing records) are 12 / 300 x 100 = 4% of eligible loads, and 96% + 4% = 100%.
- Each exception needs separate review; missing records do not prove tampering, and the eight mismatches may include simple clerical transpositions.
Use only loads that actually require sealing in the denominator, otherwise unsealed loads inflate the compliance rate.Case study
Seen in the real world.
This illustrative and entirely fictional example follows Portway Imports, an invented distributor. A container arrived with a seal number different from the supplier's manifest. Receiving staff initially planned to write the new number onto the manifest and continue. The transport team found an intermediate inspection where the seal had been replaced, but the supporting record had not reached the warehouse.
Portway held the goods until it verified the inspection record, then opened and counted the shipment with witnesses. It added a handover check for changed seal numbers and required drivers to preserve the inspection paperwork. The event ended as a documentation gap, but the controlled response protected the custody trail. Portway tests the new handover process at the next arrival.
Receiving staff record the physical number and condition before opening, then compare the manifest and any inspection record. They also count the actual goods, because seal verification cannot confirm the loading quantity. A mismatch remains documented even if the shipment ultimately proves complete. The original seal photo stays with the dated receiving record and exception log.
Watch out
Common mistakes.
- Treating a matching seal as proof of quantity, quality or correct contents.
- Rewriting the original seal number without documenting why it changed.
- Cutting or discarding a suspect seal before preserving evidence.
Questions
People also ask.
Does a broken seal always mean theft?
No. It is an exception to investigate, not a conclusion about cause.
What if customs replaced the seal?
Match the old and new numbers to reliable inspection evidence and record the handover.
Can the receiver sign before opening?
It can acknowledge arrival or seal condition, but should not imply content acceptance without inspection.
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