Vape Wholesale Order Inspection: 20-Minute DOA and Leak Check

Quick answer: Inspect every vape delivery before it goes into storage. A 20-minute routine — count cartons, check outer damage, test a sample from each SKU, look for leaks and photograph anything wrong — catches most DOA and transit problems while the delivery is still fresh. Report issues with the delivery note and batch details, not just a photo.

This guide is for retailers and distributors receiving cartons from a supplier or warehouse. It is an operational checklist, not a legal or warranty policy. Agree the reporting window and the remedy process with the supplier before the first order.

1. Before opening: check the delivery note

• Carton count matches the delivery note
• SKU names, quantities and flavour split match the order
• Outer cartons are dry, undamaged and correctly sealed
• Batch or date information is visible
• Any pallet or shrink-wrap damage is photographed before unloading

If a carton is crushed or wet, separate it before opening. Do not mix it with clean stock.

2. The 20-minute routine

For a large delivery, sample every SKU rather than every carton. If one carton is damaged, inspect all cartons from the same pallet.

3. What to check on the device

• Mouthpiece cap and base are seated correctly.
• No liquid residue on the device, inner tray or outer box.
• Screen or indicator works, if fitted.
• Charging port is clean and undamaged.
• Device is not visibly swollen or scratched.
• Packaging matches the SKU and flavour.

Do not test every unit. A sample of two or three per SKU is enough for a first inspection; keep the tested units separate from saleable stock.

4. How to document a DOA or leak

A useful claim has five pieces:

1. Order number and delivery date
2. SKU, flavour and batch code
3. Quantity affected and quantity received
4. Photo of the device, packaging and outer carton
5. A short description of the fault and whether it was visible before use

Photograph the carton label first, then the inner pack, then the device. This makes it easier for the supplier to trace the batch.

5. Separate stock immediately

Move affected units to a quarantine box with a label. Do not put them back on the shelf, and do not mix them with the next delivery. If the issue looks like transit damage, keep the outer carton and packaging until the claim is closed.

6. Prevent the same problem next time

• Ask for corner protectors or stronger outer cartons on fragile SKUs.
• Check the carton configuration before ordering; too many units per inner box can increase handling damage.
• Store cartons upright and away from direct heat.
• Rotate stock so older batches are sold first.
• Keep a delivery photo folder by month.

If the same SKU leaks across two deliveries, the issue may be the product or packaging rather than the transport. Raise it with the supplier before reordering.

7. A one-page receiving checklist

• Count cartons against the delivery note.
• Photograph outer damage before opening.
• Sample 2–3 units per SKU.
• Check mouthpiece, base, port and packaging for leaks.
• Quarantine affected units and label them.
• Send a claim with order, SKU, batch, quantity and photos.
• Record the outcome and adjust the next order.

FAQ

When should a vape delivery be inspected?

Inspect on arrival, before the cartons go into storage. A 20-minute check while the delivery note and packaging are still together makes claims easier to document.

What photos should be taken for a DOA claim?

Photograph the outer carton label, the inner pack, the device and the fault. Include the order number, SKU, flavour, batch code and quantity affected.

What if a leak appears after the delivery is stored?

Quarantine the affected units, record the storage conditions and contact the supplier with the batch details. If the same SKU leaks across deliveries, raise it before reordering.

Next step: if you are setting up a receiving process, send the trade desk your typical carton sizes and the checks you want to use. We can confirm batch information and the right reporting contact before the next delivery. Contact the trade desk.

Related reading: Disposable vape troubleshooting for retailers and How to store disposable vapes.

Written by

VapeEazy Trade Desk

The VapeEazy Trade Desk writes for European retailers and distributors, using the current catalogue, supplier specification sheets and buyer enquiries. Product pages are the primary source for current specifications and stock.

Sources: current product data, supplier specification sheets and product packaging. Specifications are indicative; confirm the current batch with the trade desk. Editorial policy · All articles by the desk