What to check and sign on delivery day

Key rules

• Signing: Never sign the delivery note clean; write specific, dated problems on it and get the driver to countersign.
• Visible damage: Damage you can see goes on the delivery note at the moment of delivery.
• Hidden damage: Report damage you find later in writing within 7 days of delivery.
• Sealed boxes: For mover-packed boxes you cannot open, write that the contents were not checked and that you signed subject to unpacking.

The bottom line: never sign clean

Do not sign the albarán without checking the delivery against the inventory. Write every problem on it first. A clean signature makes it much harder to claim later, because the carrier can say everything arrived in good condition. You can still try to prove otherwise, but the burden is on you.

Before the movers unload

Ask for the inventory and packing list. You need it to tick items off as they arrive. Photograph the truck or the boxes as they arrive, so the photos show whether they are sealed.

While the goods come in

• Count each package and tick it against the inventory by number. Check the labels and seals.
• Photograph each label and number, and any visible damage. Take close-ups and wide shots that show where the damage is on the item.
• Open fragile and high-value boxes where you can, and film the unpacking.
• Photograph the walls, floors and lift of your building before and after the move, in case of damage there.
• Keep the original files. Make sure they carry timestamps.

What to write on the albarán

Be specific. Name the item, the damage and the number of packages. Date it, and ask the driver to countersign. Examples:

• "Caja nº 7 recibida con golpe visible; contenido pendiente de revisar."
• "Armario con arañazo en lateral izquierdo."
• "Faltan los bultos nº 12 y 15 según inventario."

Vague wording such as "sujeto a revisión" on its own protects you very little. If you ran out of time to check, write that the delivery was not checked for lack of time.

Photograph the damaged item next to the albarán with your notes visible.

Boxes the movers packed that you cannot open

You often cannot check these on the day. Do not sign without a note. Write something like: "Packed by mover; contents not checked on delivery; receipt signed subject to unpacking and inspection of contents." Add the number of boxes and any outside damage, such as crushed, wet, torn or resealed boxes. Photograph the boxes and note the date you start unpacking.

After the movers leave

Keep unpacking and checking. Damage you can see must be written on the delivery note when you receive the goods. Damage you only find later must be reported in writing within 7 days of delivery. Some movers' terms give 7 to 14 days. Work to the shorter one, and read the notice period in your mover's terms before you sign. Send the notice in writing in a way you can prove, with photos attached.

If the shipment arrives late, the separate deadline for written notice is 21 days from the goods being placed at your disposal.

The timeline, documents and checklist below cover the steps in order.

Timeline and deadlines

• Count packages against the inventory and write any visible damage or missing items on the delivery note: on delivery day, before you sign

• Keep checking contents after the movers leave: as soon as you unpack

Documents you need

• Delivery note (albarán) signed by you with specific, dated reservations, and countersigned by the driver.

• Photos and video with timestamps, including damaged items next to the delivery note with your reservations written on it. Keep the originals.

• Written reservation on the note for mover-packed boxes you cannot open, listing the number of boxes and any visible outside damage.

Delivery day inspection checklist

• Ask for the inventory and packing list before the movers unload.

• Count the packages as they come in and tick each one against the inventory by number, checking labels and seals.

• Write each problem on the delivery note (albarán) before you sign. Name the item, the damage and the number of packages, for example: "Armario con arañazo en lateral izquierdo" or "Faltan los bultos nº 12 y 15 según inventario".

• If the movers packed the boxes and you cannot open them, write: "Packed by mover; contents not checked on delivery; receipt signed subject to unpacking and inspection of contents". List the number of boxes and any crushed, wet, torn or resealed ones.

• If you had no time to check the delivery, say so on the note, and avoid vague wording such as "sujeto a revisión" on its own.

• Ask the driver to countersign your reservations, then photograph the signed note next to the damaged items. Keep the original photos with their timestamps.

• Keep checking after the movers leave. Report any damage you find later in writing within 7 days of delivery, or sooner if the mover's terms give a shorter period.

• Send written notice of damage or missing items on the same day to the Spanish delivery agent and to the origin mover you contracted, keeping proof of sending such as a burofax or an email with read receipt.

• Tell your insurer promptly, because most policies need notice within a few days.

• If the agent holds your goods for unpaid charges, check them against your contract or quote. Dispute unexpected extras in writing, and pay the disputed amount under protest if you need the goods released.

• If delivery is late, check tracking. Customs clearance, held by customs, documents required or inspection means a customs hold. No movement, missing scans or a rescheduled delivery means a carrier problem.

• If customs holds the goods, contact in this order: the destination agent or customs broker, then the origin mover, then the carrier or shipping line, then your insurer if loss is likely.

• Send customs the missing papers quickly, such as the inventory, a passport copy and the change-of-residence exemption paperwork.

What to watch out for

• Signing clean: If you sign without reservations, the goods are presumed to have arrived in good condition, and you must prove otherwise. Write specific reservations before you sign and ask the driver to countersign.

• Vague wording: A generic phrase such as "subject to review" on its own protects you little.

Frequently asked questions

Which deadline applies if my mover's terms give 7 to 14 days?

The shorter period is the safe one to follow, so count 7 days from delivery. Send your written notice inside that time even if the mover's terms allow longer.

Does signing the delivery note without reservations end my claim?

No, signing without reservations does not end your claim, but it makes it harder to win. It is taken as a sign the goods arrived in the stated condition, so you would have to prove otherwise. Damage you could not see can still be proved within the notice period.

What should I write if I run out of time to check everything?

Write on the delivery note that the delivery was not fully checked for lack of time, and that the contents will be reviewed. Add the number of packages and any visible damage. A vague phrase such as "subject to review" on its own is not enough.