- October 12, 2026
- Posted by: Aceget
- Category: RECD & Emission Control Devices
An RECD can spend weeks in fabrication, pass its factory tests and travel hundreds of kilometres without a scratch, and still arrive at your site with a cracked filter element that nobody notices. A proper RECD delivery inspection is what catches that. The 45 minutes after the truck pulls up at your gate usually decide whether you can claim for damage later or whether you quietly absorb the cost. Once the driver has a clean signature on the lorry receipt and leaves, your position becomes much weaker.
The trouble is who tends to be standing at the gate. On most Indian sites it is a security guard with a register, or a store keeper handling three other deliveries. Neither has usually seen the purchase order, the approved drawing or the factory test report. They count boxes, sign and stamp. That works for cement bags. It is risky for a device that contains a ceramic substrate, sensors and a controller, and that must match a specific certificate and engine rating.
This guide follows the delivery in the order it happens at site, for facility managers, store keepers, procurement teams and housing society committees receiving an RECD for a diesel generator set.
Before the Truck Arrives: Prepare the Receiving Team
Ask the vendor for a dispatch intimation with the vehicle number, driver contact, expected arrival time and number of packages. Then spend half an hour getting the following in place.
Documents to keep in hand
- Purchase order and amendments. Carry the latest agreed version; our note on how to manage scope changes after an RECD order explains why old PO copies cause confusion at receipt.
- Approved general arrangement (GA) drawing showing flange sizes, orientation, dimensions and support points.
- Factory acceptance test (FAT) report, with the serial number of the unit tested.
- Packing list or advance shipping notice, item by item, with package numbers.
- Copy of the RECD certificate covering the model and engine power range supplied.
- DG set details: engine make, model and gross kW from the generator nameplate.
Tools for the inspection
Keep a measuring tape, a good torch, a phone or camera with date and time stamp switched on, a step ladder for tall crates, a marker pen, strap cutters, cotton gloves and a printed copy of the checklist at the end of this article.
Nominate an authorised receiver
Decide in writing who may sign for the RECD: the maintenance engineer, project in-charge or the society’s technical member. Tell security not to sign anything beyond a gate entry. If the authorised person is unavailable, the guard writes only “received at gate, unopened, subject to inspection”.
Plan unloading equipment, route and weather
Check gross weight and crate dimensions from the packing list and arrange a forklift, hydra crane or chain block of suitable capacity. Walk the route from gate to staging area: gate height, ramps, lift size, floor loading and tight corners. If rain is likely, keep tarpaulins and a covered spot ready. If the DG room is not yet built, plan storage first; see ordering an RECD before your new facility is ready.
Stage 1: Inspect the Vehicle and Packaging Before Unloading
Do this with the load still on the truck. Anything you see now is clearly a transit issue. Anything found after unloading can be argued over.
- Tilt and shock indicators. If fitted and tripped or discoloured, photograph them before anyone touches the crate.
- Crate condition. Broken planks, crushed corners, forklift punctures, missing strapping, fresh nails suggesting reopening.
- Wet packing. Water marks, damp cardboard or rust on bolts point to rain exposure.
- Shifted load. Crates slid or toppled, loose lashing, other goods loaded on top.
- Seals. Compare seal numbers with dispatch documents before breaking them.
- Package count. Match against the packing list and lorry receipt.
Photo protocol
Start with one wide shot showing the vehicle number plate and your gate together. Then photograph each side of the load, each package label, and close-ups of any damage with a tape or pen for scale. Keep timestamps on, never edit the originals, and save them the same day in a folder named with the PO number and date.
Stage 2: Unloading Without Creating New Damage
Plenty of “transit damage” actually happens in the last twenty metres, when a hurried crew drops a crate off the tailboard. That cost is yours.
- Use marked lifting points. Never lift a housing by its cones, a sensor boss or the panel bracket.
- Forklift or crane only. Dragging crates across the truck bed twists the base and can crack welds.
- Keep it upright as marked. The substrate sits in a mounting mat; tipping or dropping can shift or crack it.
- Respect the ceramic. Substrates handle heat and steady load well but are brittle under sudden shock. A short drop onto concrete can crack one with no visible sign on the steel.
- Set down on timber, never on wet ground or uneven gravel.
For terrace or basement DG sets, expect a two-stage move: unload at ground level, then lift or lower later. Plan where the unit waits in between. Our guides on rooftop RECD installation, lifting and structural support and basement DG room access planning cover these checks.
Stage 3: Open-Box Inspection for Physical Damage
Open the crates in a covered, clean area the same day. If the vendor wants to attend, give them a slot, but do not let it slide for a week. Keep all packing material.
Housing and welds
Look for dents, bulges and scrape marks. Run the torch along every visible weld. Hairline cracks where the shell meets the end cones or brackets matter most because heat cycling will open them up. Check that mounting feet are straight and bolt holes match the GA drawing.
Flanges and sealing faces
Flange faces must be flat and free of deep scratches, dents and spatter, or you will chase exhaust leaks at commissioning. Measure outside diameter, pitch circle and hole count against the drawing. If transit covers are missing, inspect more carefully.
Inlet and outlet cones
Cones stick out and take knocks. Look for dents that reduce flow area or distort the joint. Confirm inlet and outlet orientation matches the approved drawing; a mirror-image build is a mismatch, not damage, and needs a different response.
Filter element or substrate
This is the most valuable and most fragile part. If you can see the filter face through the inlet or an inspection opening, shine the torch on it and look for:
- cracks across the face or around the edge;
- chipped edges, or ceramic fragments and dust in the cones or packing;
- a loose or displaced mounting mat, seen as a gap between substrate and can;
- a substrate sitting off-centre or set back compared with others.
Then do a sound test. With two people, gently tilt the housing a few degrees and listen. A healthy unit is quiet. A rattle or sliding sound suggests loose fragments or a moved substrate. Do not shake it hard. If you hear anything, photograph and put the unit on hold. For background, see how a diesel particulate filter works.
Sensors, tapping points and cables
Check that tapping point caps are present and threads undamaged. On factory-fitted sensors, look for bent probes, cracked connectors, kinked sensing tubes and cables cut by strapping. Loose sensors should arrive in a sealed, labelled packet.
Controller and panel
Open the panel only in a dry area. Look for cracked displays, broken glands, loose parts, moisture inside and missing keys. Confirm the panel label refers to the same RECD serial or project. Do not power it up unless the vendor asks.
Paint and surface finish
Scratches and chips are usually cosmetic but should be logged, since bare steel rusts quickly on coastal or humid sites. Check any high-temperature coating is intact.
| Component | What to look for | Usually acceptable | Reject or hold |
|---|---|---|---|
| Housing and welds | Dents, bulges, weld cracks, bent feet | Small surface dents away from welds and seams | Any weld crack, distortion of shell or supports |
| Flanges and sealing faces | Scratches, dents, spatter, wrong size | Light marks that do not cross the sealing face | Deep radial scratches, warped face, wrong PCD or hole count |
| Inlet and outlet cones | Dents, orientation, joint distortion | Minor surface dents with no change to shape | Dent reducing flow area, wrong orientation |
| Filter element or substrate | Cracks, chipped edges, loose mat, rattle | Nothing; it should be intact and silent | Any crack, chip, displacement or rattling |
| Sensors and tapping points | Bent probes, crushed cables, missing caps | Packaging scuffs only | Damaged sensor, cut cable, damaged thread |
| Controller and panel | Broken display, moisture, loose parts | Minor scratches on enclosure | Water inside, cracked screen, missing components |
| Paint and surface | Scratches, chips, rust | Small chips for touch-up at site | Large bare areas, corrosion already started |
Treat “acceptable” as a starting point; your contract may say otherwise, and anything accepted should still be logged.
Stage 4: Verify Model, Serial and Rating Against Documents
An undamaged RECD is still the wrong product if its nameplate does not match your paperwork. The Pollution Control Board will read the same nameplate during any visit.
Nameplate fields to check
- Manufacturer name and address
- RECD model designation
- Serial number
- Engine power range covered, usually in kW
- Certificate or type-approval reference and testing agency
- Month and year of manufacture
Photograph the nameplate straight on in good light so every character is readable, and check it is riveted or welded, not just stuck on.
Match it three ways
First, compare model and rating with the purchase order. Second, compare model and power range with the certificate; our guide on how to read an RECD test certificate shows where these appear. Third, compare the serial number with the FAT report, so you know the unit at your gate is the one actually tested. If they differ, ask why before going further.
The certification framework comes from the CPCB circular dated 01.02.2022 on the System and Procedure for emission compliance testing of RECDs for DG engines up to 800 kW gross, available through the Central Pollution Control Board website. In the NCR, CAQM directions refer to RECDs achieving at least 70% particulate capture for in-use DG sets up to 800 kW. For an independent check, follow the steps in verifying a CPCB-tested RECD for your DG set.
Why the model must cover the engine’s gross kW
RECD certification is tied to engine power, not the kVA figure on the alternator. Store teams often see “250 kVA” on the PO and a kW range on the nameplate and assume they cannot be compared. They can, once you take the engine gross kW from the DG nameplate. Our explainer on reading generator kVA and kW ratings helps, and keeping clear DG nameplate photos from your enquiry stage makes the check quick.
If something does not match
- Do not install the unit, even temporarily.
- Mark it “on hold” in the stores register and tag it physically.
- Send the vendor a formal written query with nameplate photos and the conflicting document pages.
- Ask for written confirmation or replacement, not a verbal assurance from the driver.
Also question a manufacture date well before your order date. It may simply be stock, but it should be explained. Our article on whether buying a used RECD is sensible lists signs that a device has seen service.
Stage 5: Count Accessories Against the Packing List
Missing accessories rarely stop delivery, but they stop installation. A missing gasket set can idle the fitters for days, and a shortage is far easier to claim on receipt day than weeks later. Lay everything out on a sheet and tick off each line.
| Item | Qty on packing list | Qty received | Condition | Remarks |
|---|---|---|---|---|
| Flange gaskets | Check size and material against drawing | |||
| Fasteners (bolts, nuts, washers) | Grade and length as specified | |||
| Counter-flanges | Match PCD and hole count | |||
| Supports and brackets | Check against GA drawing | |||
| Flexible bellows | Look for kinks and torn plies | |||
| Sensors and sensing lines | Sealed packet, tags intact | |||
| Control panel and cables | Cable lengths as ordered | |||
| Insulation jacket or cladding | Dry, no tears | |||
| Commissioning spares | As per agreed spares list | |||
| Special tools | If included in scope | |||
| O&M manual | Matches supplied model | |||
| Warranty card | Serial number filled in | |||
| Drawings (GA, wiring) | Latest approved revision | |||
| Test certificate copy | Covers model and kW range |
Bellows are thin-walled and dent easily; see flexible bellows in an RECD exhaust system for what a good one looks like. Compare spares with the RECD spare parts list you agreed at order stage. If panels or insulation are dispatched separately, the packing list should say so; otherwise record them as short.
Stage 6: Record It Properly
Good inspection is wasted if the paperwork says “received in good condition”. Those words are what an insurer, transporter or vendor will read later.
Lorry receipt and delivery challan remarks
Never sign a blank or “OK” acknowledgement. At minimum write “Received subject to inspection” with date and time. Where damage is visible, be specific: “Package 2 of 3: crate base broken, tilt indicator tripped, photos taken. Contents not yet inspected.” Get the driver to initial it and photograph the signed copy. If the driver refuses, note that and inform the transporter in writing the same day.
Material receipt note
Your material receipt note (MRN or GRN) for the DG retrofit should show PO number, vendor, vehicle number, package count, RECD model and serial number, accessory summary, and one status: accepted, accepted with remarks, or on hold. Attach the accessory table and photo log. Payments are often released against the MRN; see RECD payment milestones and project deliverables.
Photo log
Make a numbered log: photo number, time, what it shows, package number. Ten minutes turns a folder of images into evidence an outsider can follow.
Notification timelines and signatures
Transport and insurance terms often set short reporting windows, so check them before delivery. As a practical rule, inform the transporter, vendor and insurer in writing within 24 hours of finding a problem, with photos and the signed lorry receipt. The authorised receiver signs the MRN, the stores in-charge countersigns for custody, and one named person owns the follow-up.
When You Find Damage or a Mismatch
Not every scratch needs a replacement, and not every crack can be fixed at site. Agree the response with the vendor quickly and in writing.
| Finding | Typical response | Who acts |
|---|---|---|
| Minor cosmetic damage: paint chips, light scratches, small dents away from welds | Accept and log; vendor provides touch-up paint or does it at installation | Receiver logs, vendor rectifies |
| Repairable at site: damaged bracket, bent cable gland, missing fasteners, short-supplied gaskets | Hold the affected item; vendor rectifies or supplies before installation starts | Vendor, with written timeline |
| Serious: cracked or displaced substrate, weld cracks, warped flange, water inside the panel | Reject the affected unit or module; vendor replaces; transport or insurance claim lodged | Vendor, transporter, insurer |
| Wrong model, wrong power range or serial number not matching FAT report | Reject; do not install; request correct unit and documents | Vendor |
On transit insurance, check whether goods travelled under the vendor’s policy or yours, which depends on delivery terms. The policyholder usually needs prompt notice, photos, the remarked lorry receipt and invoice, and sometimes a surveyor’s visit. Do not repair, discard or return damaged goods before any required survey.
In general terms, the Sale of Goods Act gives a buyer a reasonable opportunity to examine goods before they are treated as accepted; the text is on India Code. This is not legal advice, and your contract matters. The practical point: inspect promptly and record what you find, because long silence can look like acceptance.
Keep the original crates, foam and indicators until the matter closes. Transit damage is often treated separately from product defects; see RECD warranty terms, parts, labour and exclusions.
Storing the RECD Until Installation
Units sometimes wait weeks for civil work or a shutdown window. Storage damage is entirely your responsibility.
- Indoors and dry. Under a roof, on battens, away from water lines. If outdoors is unavoidable, use a raised platform and a ventilated tarpaulin.
- Openings capped. Refit inlet, outlet and tapping covers straight after inspection to keep out birds, rodents, dust and water.
- No stacking. Nothing on top of the housing, and keep it out of forklift lanes.
- Electronics separately. Sensors, panels and cables in a locked dry store, in original packing, labelled with the RECD serial number.
- Stores register. Record location, status and responsible person; issue to installers against a signed slip.
Ask when the warranty starts: dispatch, delivery or commissioning. A unit sitting in stores for months may be using up warranty before running an hour, so plan the RECD installation timeline around delivery.
At installation, fitters should re-check the substrate and flanges before mounting. The sequence is in our step-by-step RECD installation guide, and common RECD installation mistakes lists errors that often begin with poor handling. Our comparison of factory and site acceptance tests shows where delivery inspection sits between the two.
A One-Page Delivery Inspection Checklist
Print this for the security desk and the stores team.
- Dispatch intimation received: vehicle number, driver contact, package count.
- PO, GA drawing, FAT report, packing list and certificate copy ready.
- Authorised receiver named; security limited to gate entry.
- Unloading equipment, route and covered staging area arranged.
- Wide photo of vehicle with number plate taken.
- Seals, package count, indicators and crates checked on the vehicle.
- Unloaded by lifting points, kept upright, set on timber.
- Housing, welds, flanges and cones inspected and measured.
- Filter element viewed with torch; gentle rattle test done.
- Sensors, cables, caps and panel checked for damage and moisture.
- Nameplate matched to PO, certificate and FAT report.
- Accessories counted; shortages recorded.
- Lorry receipt signed “received subject to inspection” with specific remarks.
- MRN raised with status and photo log; parties informed in writing if needed.
- Unit capped, stored dry, registered; packaging retained.
File these records with your wider environmental compliance checklist for generator owners.
Frequently Asked Questions
Can the security guard sign for the RECD if the engineer is not available?
Only for gate entry, with the words “received unopened, subject to inspection”. The authorised receiver should do the detailed inspection and MRN the same day. A plain signature from security can later be read as acceptance in good condition.
How can I tell if the ceramic filter substrate is cracked when I cannot see it fully?
Check visible faces with a torch, look for ceramic dust in the cones and packing, note any tripped shock indicator, and tilt gently to listen for rattling. If anything raises doubt, hold the unit and ask the vendor to inspect it before installation.
The nameplate shows a kW range but our PO says kVA. Is that a mismatch?
Not necessarily. Take the engine gross kW from your DG nameplate and check it falls within the RECD’s range and the certificate. If it does not, or the vendor cannot show the link clearly, raise a formal query.
What if accessories are missing but the main unit is fine?
Accept the main unit with remarks, list shortages on the MRN and challan, and send the vendor a written list with a requested supply date. Do not let installers use substitute gaskets or fasteners without written vendor approval.
Will the Pollution Control Board look at delivery records?
Inspectors mainly check that the installed device matches its certificate, suits the DG set and is working. Clean delivery records let you show quickly that nameplate, certificate and serial number agree. See what happens during a Pollution Control Board inspection.
Conclusion: Make RECD Delivery Inspection a Routine, Not a Rescue
An RECD delivery inspection needs no special equipment, just the right documents at the gate, one authorised person, a camera, careful unloading and honest remarks on the paperwork. Check the vehicle before unloading, open crates the same day, listen to the substrate, match the nameplate to the PO, certificate and FAT report, and count every accessory. Then any problem becomes a clear, documented claim instead of a long argument.
Every Aceget CPCB-certified retrofit emission control device is dispatched with its packing list, documents and nameplate details shared in advance, so your receiving team knows what to expect. See our units on site in the RECD installation gallery, or contact the Aceget team for a receiving checklist adapted to your site.