Agree what the supplier will accept

Use a return reference that identifies the products, quantities and receiving location. Tell the supplier the actual reason for return and disclose any condition issue. The supplier may use a different entrance or process for returned goods than for normal incoming purchases.

Give WTM the transport-relevant instructions and any special restrictions before shipment acceptance. A food return is not automatically a routine grocery delivery. The service must be agreed for the consignment’s actual condition and intended destination.

Keep the products and records connected

Record the sealed case count, external dimensions, gross weight and product identifiers. Keep the supplier’s authorisation associated with the shipment so Calgary receiving can identify it without relying on a driver’s recollection.

Do not mix authorised returns with unrelated goods in unlabelled cartons. Where different dispositions apply, separate and identify the groups. Transport labels should support the supplier’s process rather than obscure what is being received.

Use the specified frozen transport arrangement

Provide the product owner’s required conditions. A vehicle booked for chilled goods should not be assumed suitable for a frozen return. State any additional monitoring or reporting requirement while obtaining the quotation.

Goods should be prepared for transport under the agreed instructions. The courier is not being booked to restore temperature, rework packaging or decide whether previously mishandled stock has become acceptable. Resolve those questions with the responsible business before release.

Finish with a documented receiving handoff

Confirm that the Calgary return department will be open and expecting the consignment. A delivery to a general reception area may not satisfy the supplier’s return procedure. Include the authorised signer and appointment details.

Retain the POD with the return reference in your own records. A credit note or refund follows the supplier’s commercial process, not the courier’s delivery confirmation. Use the portal to manage the accepted transport request and request collection only when authorisation, packaging and receiving instructions are complete.