Receiving a Bulk LED Lighting Order: A Fixture Inspection Checklist

A bulk lighting order needs a receiving check before cartons are distributed around a building. The person accepting delivery may not be the person who selected the fixtures, and a carton count alone cannot confirm that every model and accessory matches the project. Use one receiving record to connect the purchase order, delivered products and installation zones.

This checklist is for buyers of warehouse LED high bay lighting, office lighting and retail fixtures. It does not replace the supplier's delivery terms or the installer's product checks. Selix Kala's refund policy asks customers to inspect orders when received and contact the store immediately about damage, defects or incorrect items. Consult the current policy and contact the store for instructions specific to your order.

1. Prepare a receiving copy of the approved order

Before delivery, give the receiving team the final quote, order confirmation and delivery contact. Identify any agreed split deliveries or substitutions. A receiving sheet should have a separate line for each model and option, with these fields:

• Order reference and delivery date.
• Product name, model or SKU shown on the accepted order.
• Ordered units, units per pack where applicable, and expected cartons.
• Required option and separately ordered accessories.
• Intended room, aisle or installation zone.
• Delivered quantity, checked quantity and unresolved discrepancy.

Keep “cartons” and “fixtures” in different columns. For example, if an order explicitly specifies three cartons containing four fixtures each, the expected total is twelve fixtures, not three. Confirm the actual pack contents from your order rather than applying this illustrative example to a product listing.

2. Record the delivery before moving cartons around

Count the cartons against the delivery paperwork and note which order lines have arrived. Photograph labels and visible packaging damage while the relationship between the cartons and the shipment is still clear. Retain the delivery reference and record any discrepancy through the carrier's and supplier's stated process.

Set aside damaged or unidentified packages for review, with a note linking them to the order. Avoid distributing questionable items to different installers or mixing them into existing stock. If the delivery is incomplete, distinguish an agreed later shipment from an unexplained shortage.

3. Match labels and options, not just product shapes

Compare the model information on the delivered items with the approved schedule. Two similar-looking luminaires can belong to different order lines. When a label does not clearly match, send the label photograph to the supplier and resolve the discrepancy before installation.

For the UFO LED high bay, check the selected 200W or 300W model against the order. For the linear high bay, the current listing explains that 80W is a selectable setting of the 110W fixture, rather than a separate fixture size. Use the confirmed model reference and documentation to resolve that distinction; do not reject or approve a delivery from the wattage wording alone.

For LED panels, match the ordered format and any separately specified mounting accessories. For PIR ceiling lights, compare the exact product and option instead of assuming the six- and seven-inch listings are interchangeable. Do not infer compatibility from packaging dimensions.

4. Inspect and document without commissioning the installation

Following the supplied handling instructions, check for visible damage and missing items against the documented package contents. Keep packaging, labels and the proof of purchase together while any issue is being reviewed. Do not attempt to repair a questionable product or use an improvised powered test to decide whether a shipment is acceptable.

Receiving and commissioning are separate steps. The receiving team records what arrived; the installer checks the exact product documentation, supply, mounting and controls before installation. A carton inspection does not confirm electrical compatibility or verify the completed lighting design.

5. Report a discrepancy with an actionable record

Send the order number, affected model, quantity, label photographs, pictures of the issue and a short description to Selix Kala. State whether the concern is visible damage, a missing item, an unexpected model or a suspected defect. Ask for the next step before sending goods back or arranging replacement work.

Once resolved, update the receiving sheet with the supplier's response and any replacement reference. Give the installer a list of cleared items, unresolved items and the intended zones. Keep that final schedule with the approved lighting layout. This creates a useful handover record without treating receipt of a shipment as proof that installation or performance testing is complete.