In the fast-paced world of garments manufacturing, receiving and handling incoming goods efficiently is a critical part of maintaining smooth production flow. Without a proper system, delays, damage, or mismatches can easily disrupt the supply chain.
Here’s a detailed Standard Operating Procedure (SOP) for unloading incoming goods in a garments factory — covering documentation, safety, storage, roles, and reporting.
✅ Why This SOP Is Important
Unloading might sound like a basic task, but it involves coordination, accuracy, safety, and accountability. A structured SOP helps:
Prevent stock mismatches and losses
Ensure safe material handling
Maintain documentation and traceability
Improve warehouse efficiency
📝 Required Documents for Receiving Goods
Before unloading any delivery, ensure the following documents are available:
Delivery Challan
Purchase Order (PO) Copy
Invoice
Packing List
Material Safety Data Sheet (for chemicals)
Internal Gate Pass (for inter-unit transfers)
Vehicle Entry Log
Inspection Report (if applicable)
🧍♂️ Who Is Responsible?
Different team members play key roles in the process:
| Person | Responsibility |
|---|---|
| Security Guard | Checks documents and logs vehicle entry |
| storekeeper | Verifies documents and counts materials |
| Unloading Crew | Handles physical unloading with care |
| Warehouse In-Charge | Oversees the operation and confirms receipt |
| QC Inspector | Checks material quality (if required) |
| Merchandiser/Buyer | Coordinates in case of discrepancies |
🚛 Unloading Area Setup: What You Need
The unloading zone should be:
Spacious enough for trucks and trolleys
Clearly marked with loading/unloading zones
Equipped with ramps, forklifts, pallets
Covered to protect from rain and sun
Well-lit and ventilated
Monitored by CCTV (recommended)
Staff provided with PPE: safety gloves, boots, reflective vests
📦 The Unloading Process: Step-by-Step
🔹 1. Vehicle Entry & Pre-Check
Security verifies delivery documents at the main gate.
Logs the vehicle entry and notifies warehouse.
🔹 2. Document Verification
Store team checks PO, delivery challan, invoice, and packing list.
Confirms supplier, quantity, and material description.
🔹 3. Physical Unloading
Use forklifts or trolleys for safe unloading.
Goods are placed in the "Receiving Zone" inside the warehouse.
Avoid dragging or throwing cartons/rolls.
🔹 4. Counting & Visual Inspection
Count cartons/rolls against the packing list.
Check for any visible damage or water exposure.
If required, conduct random QC checks.
🔹 5. Reporting & Confirmation
Sign and stamp delivery challan if goods match.
Record goods in ERP or inventory register.
Note any discrepancy or damage report immediately.
🗃️ Post-Unloading Storage Rules
After unloading:
Move goods from receiving zone to designated storage racks.
Use pallets to avoid floor contact.
Segregate items: fabric, trims, chemicals, accessories.
Label each item with:
GRN Number
PO Number
Date Received
Quantity
📑 Reporting & Documentation
Keep the following reports and logs:
Goods Receiving Note (GRN)
Discrepancy Report (short, excess, damaged)
Daily Receiving Logbook
Inspection Report (for QC-checked items)
Stock Update Sheet
All documents should be filed and stored for audit and traceability.
🛡️ Safety & Compliance Checklist
Workers must wear safety gear
Use proper lifting equipment
Ensure fire extinguishers are nearby
Keep the unloading area clean and hazard-free
Report accidents or unsafe practices immediately
🚨 What If There’s a Problem?
If you find any issues such as:
Damaged goods
Quantity mismatch
Wrong delivery
👉 Escalate immediately to:
Warehouse Manager
Merchandising/Procurement Team
Compliance or Internal Audit (if needed)
🧾 Final Thoughts
A well-executed unloading process is not just about receiving goods — it's about efficiency, accuracy, and safety. Implementing this SOP can help garment factories reduce errors, minimize losses, and keep operations smooth.
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