Incoming phone lot receiving checklist

Print this page. One copy per shipment. Keep it with the invoice, packing list and photos.

• Lot ID: ______ Supplier: ______ Invoice #: ______
• Carrier / tracking #: ______ Date received: ______ Received by: ______
• Units on invoice: ______ Boxes on packing list: ______

Time matters. Do steps 1 to 3 on the day the lot arrives, before anything is unpacked, sorted or sold.

1. Before you open anything

• Film the sealed shipment: all sides of every outer box, the shipping label, and any tape or seals. Start the video with the lot ID written on paper in frame.
• Note box condition: dented, wet, re-taped, torn, opened. Photograph any damage up close.
• Check the label name and address against your order.
• Count outer boxes against the carrier paperwork or packing list. Boxes on paperwork: ______ Boxes received: ______
• If anything looks damaged or tampered with, write it on the carrier's delivery receipt before signing, if a driver is present. Take a photo of the signed receipt.
• Do not discard boxes, packing material or labels until the lot is closed out.

2. Count against the invoice and packing list

• Film the opening of each box, in one take, with the box number visible.
• Count units box by box. Write the count on your log.
• Compare by model, storage size and color, not just total units.
• Mark each line: matches / short / over / wrong model.
• Total received: ______ Total invoiced: ______ Difference: ______
• Check for accessories, cables or boxes the listing said were included.

3. IMEI / serial match

• For each device, get the IMEI. On an iPhone you can dial *#06# or read it in Settings, General, About. Apple also prints it on the barcode label of the original box. The SIM tray carries the IMEI only on iPhone 6s through iPhone 13 (and iPhone SE 2nd and 3rd generation); iPhone 14 models and later have no IMEI engraving, so use Settings or the box.
• Record IMEI (and serial number if Apple) in the log, one device per row.
• Compare the IMEI to the supplier's list: same device, same row.
• Compare the IMEI on the box to the IMEI on the device. A mismatch is a flag.
• Look for duplicates within the lot.
• Check that each number is well formed (15 digits, valid check digit). This catches typos and made-up numbers only. It does not say if a phone is clean.
• Mark each row: match / mismatch / missing from supplier list / not on invoice.

4. Lost or stolen check

This uses public sources one device at a time. A clean result today is not a guarantee.

• Run each IMEI through a blocklist lookup. Options include Swappa's IMEI check, CTIA's Stolen Phone Checker and GSMA Device Check. Each has its own access rules and limits, so read them first. GSMA's terms note a carrier may block a phone for billing issues without it appearing on the GSMA Block List, so a clean result is not a guarantee.
• Apple Check Coverage takes a serial number and shows coverage and model. It does not report lost or stolen status.
• Record the result and the date and time of each check in the log.
• Screenshot every result that is blocked, flagged or unexpected.
• Do not scrape or automate these sites. Enter numbers by hand or use a provider that gives you a contract for bulk checks.
• For a large lot, decide with your supplier how many units to check first and how to handle the rest.

5. Grading

Grade against the grade definitions agreed with the supplier before purchase. If you have none, write that down: it affects any claim.

• Write the supplier's grading scale at the top of the log (A, B, C or their own terms): ______
• Check the screen on and off: scratches, cracks, dead pixels, burn-in, discoloration.
• Check the body: dents, scuffs, bent frame, back glass.
• Power on. Confirm it boots and is not stuck on a setup or lock screen.
• Check for an activation lock or an MDM/management profile. Note any device you cannot sign in to or reset.
• Check for iCloud / Find My status: record "on" or "off".
• Sample test: touch, cameras, speakers, mic, charging port, buttons, Face ID or Touch ID, Wi-Fi, SIM detection. Sample size, set in advance: ______ per box
• Check battery health where the model shows it. Record the number. It is not shown on all models.
• Check for signs of repair or non-original parts if the listing said original.
• Grade each unit: matches listing / lower than listing / higher than listing. Add a short note.

6. Photo and video evidence

For every problem unit, take:

• Photo of the full front and back with the IMEI/serial visible (screen or label) in the same shot or the one next to it.
• Close-up of the issue.
• Short video if the problem is functional (won't charge, touch fails).
• Photo of the box and label it came in.

Rules for all evidence:

• File names: LotID_Box#_Unit#_Issue (for example, LOT123_B2_U07_screen).
• Do not edit, crop or filter the originals.
• Keep timestamps on. Save to one shared folder for the lot.
• Back up the folder the same day.

7. Discrepancy log

Fill one line per problem in your log. At minimum:

• Type: short count / over count / wrong model / IMEI mismatch / blocked or flagged IMEI / locked device / grade below listing / damaged / DOA / other
• Unit or box affected
• What the invoice or listing said
• What you found
• Evidence file name(s)
• Date and time found, and who found it
• Add up the claim value: units affected x invoice price per unit (use the exact invoice figures).

8. When to contact the supplier and the carrier

Supplier. Contact them the same day for a short or wrong count, IMEI mismatch, any blocked or flagged IMEI, locked devices, grade below listing, or dead-on-arrival units.

• Send one message: lot ID, invoice number, the discrepancy table, and a link to the evidence folder. Facts only.
• Say what you want: replacement, credit, refund or return. Ask for a written reply.
• Check your purchase terms for the supplier's inspection or claim window. Window: ______
• Do not sell, wipe or reset disputed units until the supplier answers, unless the terms say otherwise.

Carrier. Contact them if the box was damaged, wet, opened, or the shipment arrived with items missing.

• Keep the original boxes and packing for inspection.
• File the claim through the carrier's own process, before its filing deadline. Deadline: ______
• Insurance, if you bought it: check who the claimant is under the policy.

Payment platform, card issuer or marketplace. If you paid by card or through a marketplace, look up their dispute window and what proof they ask for.

Stolen units. If a unit comes back as stolen, stop, keep the device and the evidence, and talk to your supplier and local authorities.

9. Close-out

• All boxes counted and logged.
• Every unit has an IMEI, a lookup result and a grade.
• Discrepancies filed with supplier / carrier, dates noted.
• Evidence folder backed up.
• Sign and file: Receiver ______ Reviewer ______ Date ______

Deadlines and terms vary by supplier, carrier and provider: check each one.

Sources

• Apple: find the IMEI
• Swappa IMEI check
• CTIA Stolen Phone Checker
• GSMA Device Check terms

Next step

For the walkthrough behind this list, read how to receive a phone lot so you can file a claim. To pay for inventory, see the Shield business credit card.