Identify the discrepancy precisely
Compare the set serial and accessory references with the agreed inventory. Record whether the issue is a different unit, a missing accessory, an extra item or an observed condition change. Use factual photographs from safe positions and avoid assigning a cause before it is established.
Contact the authorized decision makers
Use the pickup sheet to reach the seller, buyer and relevant site contact. Do not assume the collecting driver can accept a commercial change or that site staff can substitute equipment. Keep the discrepancy separate from the qualified provider’s responsibility for safe handling.
Document the agreed next step
Record whether the affected item remains, the appointment changes or the parties approve a specific revised scope. Preserve any price or other term change in the appropriate written record. Do not improvise a replacement item simply because it appears similar to the one listed.
Reconcile after the decision
Update the master inventory and handover record with exactly what was collected and what remains unresolved. Retain the original schedule and the change record. If another visit is required, issue an updated pickup brief so the same discrepancy is not rediscovered by the next crew.