Why a log helps

When water reaches inventory, memories of what was where fade fast. Different people remember different pallets, and shipping records do not always match what was physically on the rack. A single loss log, started early and kept by one owner, becomes the source of truth for the claim, for supplier credits and for internal reconciliation.

The layout below is deliberately plain so it can be created in a spreadsheet, on a clipboard or on a printed form. The key is consistent categories and honest entries. If a number is an estimate, say so.

A final tip concerns versions. Spreadsheets multiply quickly when several people are involved, and by the end of an event there can be four copies with different totals. Decide in advance where the master file lives, who can edit it and how changes are tracked. If you use paper, scan it at the end of each shift so there is a dated backup. When a question arises later about who counted what, a dated trail is far better than recollection.

Warehouse contents wrapped on pallets during a pack-out

Warehouse contents wrapped on pallets during a pack-out. Shown to illustrate the work described; not a job for this site or at any address named here.

Suggested columns

Column
Date and time
What to enter
When the item was assessed
Example format
Date plus time of day
Column
Location
What to enter
Zone, aisle, rack and tier
Example format
Zone letter and bay number
Column
Item or SKU
What to enter
Product identifier
Example format
As in your system
Column
Quantity
What to enter
Units, cartons or pallets
Example format
Number with unit
Column
Condition
What to enter
Dry, damp, soaked or contaminated
Example format
One of four terms
Column
Group
What to enter
Keep, hold or discard candidate
Example format
One of three terms
Column
Photo reference
What to enter
File name or photo number
Example format
Plain file name
Column
Notes
What to enter
Anything unusual
Example format
Free text

Add or remove columns to suit your inventory system.

Good habits for the log

Condition terms to standardize

Dry
No visible or measurable moisture on goods or packaging.
Damp
Packaging or surfaces are moist but contents appear unaffected.
Soaked
Goods or packaging were saturated or submerged.
Contaminated
Contact with dirty water, chemicals or unknown liquids is suspected.

When to update the log

First shift
Start the log; record initial counts and photos.
Each following day
Update conditions and groups as goods are reviewed.
After insurer or supplier input
Record decisions and who made them.
At close-out
Reconcile with shipping records and finalize.

Common questions

Should the log include items that are fine?

Yes, at least for items in the affected zone. A record of what was dry helps show the boundaries of the loss.

Who sees the log?

Typically operations, finance and the insurer. Share only what is needed.

General information for Commerce City, not a quote or professional advice. In an emergency, call 911.