Obtain a specific return instruction

Get the supplier’s return reference and authorised receiving address. State whether the issue is excess stock, an incorrect order, damaged packaging or another reason so the handling requirement can be reviewed appropriately.

The commercial approval to return goods is different from a transport acceptance. WTM also needs the contents, package condition and temperature requirement before assigning the service. Keep those details factual rather than describing every return as an ordinary fresh delivery.

Preserve the order’s identity

Label the return clearly and keep it separate from new outbound stock. Retain the supplier’s product and batch records with the return file. The transport label should allow the receiver to locate the authorisation without guessing from an old outbound delivery note.

Count the actual packages being sent back. A partial return rarely has the same load as the original shipment. Update dimensions, weight and any changed packaging rather than copying the previous quote unchanged.

Agree the receiving conditions and evidence

Confirm the Calgary intake window and any instruction for segregation or assessment on arrival. Specify any required temperature records while obtaining the quote. These requirements should be agreed before the vehicle is dispatched, not requested retrospectively when the return is being reviewed.

A standard POD records the handoff and GPS shows location during the movement. Neither proves the product’s previous storage history or determines its suitability for resale. The responsible food business applies its own acceptance process.

Link the movement to the commercial return

Keep the WTM shipment reference with the supplier return-authorisation number. This makes it easier to distinguish a missing transport record from an unresolved credit decision. Save the issued invoice and POD in the same account history for later enquiries.

If replacement goods need to travel north, describe that as a separate shipment with its own release time and package list. A replacement-and-return arrangement can be coordinated, but the two consignments may need different conditions or timing.

Can WTM collect goods the supplier has not approved for return?

Arrange the receiving authorisation first. Transport should be booked to a location and contact that are prepared to accept the identified consignment.

Does returning food by refrigerated courier make it eligible for credit?

No. The supplier’s commercial and product-acceptance decisions remain separate from the transportation service.

Get the return approved, describe the actual goods and let WTM organise the southbound cold-delivery leg.