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How should I brief a relief driver or dispatcher about an incorrect seal number?
Explain the original mismatch, any authorized seal change, the approving contact and which corrected documents accompany the trailer.
How can I prepare to reduce problems involving an incorrect seal number?
Compare the seal number at pickup before leaving the property, and repeat the comparison at each documented custody change.
How can I confirm that an incorrect seal number has been resolved?
Confirm that the physical seal and authorized paperwork agree, or that an approved exception is clearly documented and accepted by the receiving party.
What mistakes should I avoid with an incorrect seal number?
Do not copy the paperwork number onto a seal, hide the mismatch or casually remove the seal. Preserve custody and follow the carrier’s instructions.
How should I handle delays related to an incorrect seal number?
Have dispatch tell the receiver about any resulting delay. Record the time spent waiting for the authorized paperwork or seal correction.
What should I ask the responsible contact about an incorrect seal number?
Ask who may authorize a seal change, whether the receiver must approve it and how the old and new numbers should be documented.
What should I do first if the trailer seal number does not match the bill of lading?
Do not break or replace the seal on your own. Notify the shipper and dispatch, then request an authorized correction before departure.
What should I verify before accepting a seal-number correction?
Compare the physical seal, bill of lading, trailer number and load reference. Check whether the seal is intact and whether another seal was documented.
What details should I send dispatch about an incorrect seal number?
Send the observed seal number, paperwork number, trailer ID, location and whether the seal appears intact. Photos should follow facility and carrier policies.
What records should I keep about an incorrect seal number?
Retain the corrected paperwork and the name of the person authorizing the correction. Record when the discrepancy was found.