Container and seal inspection on receipt and opening is the procedure for checking the integrity of the container and its seal (locking and sealing device) before anyone gains access to the cargo. The aim is to record the facts (seal number, condition of the container, any signs of tampering) in a form that can be used in incident investigation and claims handling. International supply chain security guidelines treat the seal as a link in the chain of custody, to be checked at every change of custodian.
Submit an applicationCheck that the seal is intact and its number legible before opening.
Check the seal number against the transport documents and handover records (for example, the equipment interchange receipt, EIR).
Take photos: general view of the doors, close-up of the seal, the container number, any areas where tampering is possible.
Run a quick point-by-point check of the container (doors, walls, roof, floor, frame/undercarriage) for unusual repairs and signs of entry.
Film the opening of the container and open the doors carefully: the cargo may have shifted.
If there are discrepancies (seal missing or damaged, number does not match), record them in the documents and immediately inform the party handing over the container and the shipper.
Do not throw away the removed seal: keep it as potential evidence and link it to the photos/records.
The procedure is useful at every point where responsibility for the container changes hands: on collection from a terminal or temporary storage warehouse, on handover from a road or rail carrier, on release after customs examination and on acceptance at the consignee's warehouse.
The inspection helps to:
confirm that the container and seal arrived with no signs of tampering;
record the condition of the container at the time of acceptance (including for disputes over damage to the container itself);
preserve the value of the evidence if a shortage, cargo damage or suspected unauthorised opening is discovered.
If the cargo is valuable or the seal raises doubts, open the container in the presence of a surveyor: see TopFrame surveyor services.
Before the inspection, it is advisable to have the documents and tools ready so that the recording is continuous.
Documents: bill of lading/consignment note, release/delivery order, information from the freight forwarder/terminal, previous EIRs (if any).
Recording equipment: phone/camera with enough charge, torch, marker, tape measure (as needed).
Seal removal tools: bolt cutters/cable cutters (in line with site rules and safety requirements).
Recording template (log/report): so that the seal number, time, place and remarks can be entered straight away.
Check for signs of tampering and correct fitting:
• the seal is in place, not loose, with no cracks or deformation;
• no signs of opening, filing, reassembly, touch-up paint, glue or bonding;
• the number is fully legible and matches everywhere it appears on the seal itself.
The seal number is checked against the transport documents and handover records. Standardised bill of lading data sets have separate fields for the seal number and for who applied it (for example, the carrier, the shipper or customs).
3) Minimum set of photos before the seal is removed
To make the number and the context unambiguous, 4-6 shots are usually enough:
• a general view of the container doors with the seal;
• a close-up of the seal with the number legible;
• a shot showing both the container number and the seal (or a continuous series of shots with no "gaps");
• close-ups of the locking hardware and fixing points (hinges, locking bars, fasteners).
Before opening, check the integrity of the container and look for unusual repairs or inserts. A convenient method is a "point" inspection covering 7 areas (a common format in supply chain security programmes).
Quick 7-point inspection
Outside and underneath (frame/undercarriage): signs of fresh welding, cavities covered with plates, non-standard panels.
Doors, outside and inside: locks and locking mechanism, fasteners, signs of removal, different material/colour at the joints, excessive play.
Right side wall: unusual repairs to the stiffening ribs, fresh patches/repainting, signs of entry.
Left side wall: as for the right side wall.
Front wall: vents/blocks in place, no inserts or "pockets".
Roof/ceiling: damage, patches, signs of repair, differences in geometry.
Floor: bulges, repaired sections, voids, traces of moisture/mould/spills (depending on the type of cargo).
Doors and hardware: a separate check
Even when the seal is intact, problems often show up on the door hardware. It makes sense to check the hinges, fasteners and locking parts carefully for signs of disassembly and reassembly.
Standard practice for preserving the evidence:
If the seal is missing, damaged or its number does not match the documents, it is important to keep the record unbroken:
take photos and video that clearly show the discrepancy (number, position of the seal, condition);
note the discrepancy in the handover documents (EIR/report/consignment note) and ask the representative of the party handing over the container to confirm the entry;
notify the freight forwarder/carrier and the shipper immediately through the agreed channel;
take any further action (including notifying the authorities) in line with the requirements of the country concerned, the site rules and the terms of the contract.
The minimum set of material that usually helps in investigating an incident:
Important! All photos must carry metadata showing the date and time they were taken.
Industry guidelines describe the practice of keeping the removed seal (or what is left of it) in a bag or envelope labelled with the date, time, place, container number, seal number and the full name of the person concerned. This helps to link the physical object to the photos and documents.
Stage | What to check | How to record it | If there is a problem |
1. On receipt of the documents | Container number, seal number, handover records (EIR/consignment note) | Check against the documents, enter in the template | Record the discrepancy, ask for clarification before opening |
2. Before approaching the doors | Integrity of the container body around the doors, signs of recent repairs | General photo/video overview | Note them and enter them in the EIR/report as visible defects |
3. Seal | Present, intact, number legible | Close-up photo + general shot, write down the number | Do not throw it away; record the discrepancy; notify the parties in the chain |
4. Doors and hardware | Locks, hinges, fasteners, signs of removal/cutting/gluing | Photos of details from different angles | Note it; if necessary, open only in the presence of the responsible parties |
5. Container, area by area | Walls/roof/floor/frame: unusual inserts and voids | Photos of each area; tapping if necessary | Record it as a suspicious sign and escalate |
6. Opening | Continuous recording, safe opening | Video without breaks until the first look at the cargo | If there is a risk: stop, make the area safe, then resume with a spoken explanation |
7. Initial inspection of the cargo | Condition of the cargo and packaging "as found" | Photos/video before anything is moved | If there is damage or a shortage, draw up an initial report/notes and follow the procedure |
8. Resealing (if needed) | New seal fitted, new seal number | Photo of the new seal and record of its number | Do not close without recording; the new seal number must be entered in the documents |
9. Archive | Link between the records and the consignment | List of photo/video files, storage location, person responsible | Without an archive the evidence loses its value, so set it up straight away |
