Tannery Shipment Log Template for Taxidermy Shops
A tannery shipment log resolves 90% of "where is my hide" disputes with tanneries. Shops with tannery logs have documented evidence for insurance claims on lost hides. Without a log, you're relying on memory when a tannery disputes your count or when a hide doesn't come back.
This template covers everything you need to track for every tannery shipment, every season.
TL;DR
- For shops processing 100+ hides per season, the digital tracking system is worth the switch.
- If tannery says 8 weeks for deer, add 8 weeks to your ship date.
- For shops processing fewer than 50 hides per season, the paper template may be sufficient.
- They're searchable, finding a shipment from 14 months ago takes seconds rather than hunting through binders.
- A tannery shipment log resolves 90% of "where is my hide" disputes with tanneries.
- A tannery that received your documentation of 12 capes will resolve the dispute more promptly and more fairly than one you approach without records.
The Tannery Shipment Log Template
Tannery name: ___________________
Season/Year: ___________________
| Shipment # | Ship Date | Species | Count | Tracking # | Expected Return | Actual Return | Return Count | Damage Noted | Notes |
|-----------|----------|---------|-------|-----------|----------------|--------------|--------------|-------------|-------|
| 001 | | | | | | | | | |
| 002 | | | | | | | | | |
| 003 | | | | | | | | | |
| 004 | | | | | | | | | |
| 005 | | | | | | | | | |
Column explanations:
Shipment #: Sequential number for this season. Shipment 001, 002, etc.
Ship Date: The date the shipment left your shop. Be specific, month/day/year.
Species: Deer, elk, bear, turkey, or other. If you send mixed species in one shipment, list separately.
Count: Number of hides/capes/skins in this shipment. This is your primary reference for dispute resolution.
Tracking #: The carrier tracking number. Take a photo of the shipping label before boxing.
Expected Return: Calculate from the tannery's stated turnaround time. If tannery says 8 weeks for deer, add 8 weeks to your ship date.
Actual Return: The date the shipment returned. Leave blank until received.
Return Count: The number of items received. Should match your shipment count. Any discrepancy is flagged immediately.
Damage Noted: Any damage identified on return that wasn't present at shipping. Note the specific item (job number or customer name) and describe the issue.
Notes: Any special instructions sent with the shipment, tannery confirmation of receipt, or follow-up communications.
Extended Log: Individual Hide Tracking
For high-value shipments (elk, bear), track individual hides within the shipment:
| Job # | Customer | Species | Sub-Type | Condition at Ship | Tag ID | Notes |
|-------|---------|---------|---------|------------------|--------|-------|
| | | | | | | |
| | | | | | | |
Condition at Ship: A brief description of each hide's condition when shipped (e.g., "good, no pre-existing damage" or "thin area noted on left shoulder, documented in intake record").
This individual tracking means that if a specific hide returns with damage, you can verify whether the damage was present at shipping or introduced during tannery processing.
How to Use the Log Effectively
At shipping:
- Count every item physically before boxing
- Write down the count in the log
- Write the tracking number immediately after getting the label
- Calculate the expected return date and write it in
- File a copy of the packing list with the log
At expected return date:
- Check whether the shipment has arrived
- If no, contact the tannery immediately. "We sent shipment 003 on [date]. Our records show an expected return by [date]. Can you confirm status?"
- If yes, go to the next step
At receipt:
- Count every returned item before unpacking
- Compare to the shipment count
- Inspect each item and note any new damage
- Complete the "Actual Return" and "Return Count" columns
If count doesn't match:
Contact the tannery the same day. Provide your shipment documentation, the log showing what you sent and the tracking number confirming delivery. "We sent 12 deer capes in shipment 003 on [date]. You're returning 11. Can you confirm what happened to the 12th?"
A tannery that received your documentation of 12 capes will resolve the dispute more promptly and more fairly than one you approach without records.
Digital Tannery Tracking vs Paper Log
The paper template above works. It's better than nothing. But MountChief's tannery shipment tracking offers several advantages:
Automatic reminders: When the expected return date passes without a logged return, you get a notification. You don't have to remember to check the calendar.
Linked to job records: Each tannery shipment item is linked to the individual job record in MountChief. When a cape returns, clicking "received" on the shipment updates the status of every linked job automatically.
Customer portal updates: When a cape's tannery stage is updated, the customer's portal reflects the change automatically.
Permanent archive: Digital records are searchable and don't get lost. A tannery dispute from 2023 can be resolved by pulling the 2023 shipment log from MountChief in seconds.
For shops processing fewer than 50 hides per season, the paper template may be sufficient. For shops processing 100+ hides per season, the digital tracking system is worth the switch.
Frequently Asked Questions
How do I track hides I send to the tannery?
Keep a tannery shipment log that records: the shipment date, species and count, carrier tracking number, expected return date, actual return date, and return count. Compare the return count to the shipment count the day the shipment arrives. Any discrepancy should be reported to the tannery the same day with your documentation. Digital tannery tracking in MountChief automates the log, sets return reminders, and links each tannery shipment to the individual job records in your system.
What information should be in a tannery shipment log?
The minimum log fields: shipment date, tannery name, total item count, species breakdown, carrier tracking number, and expected return date. After the return arrives, add the actual return date and return count, and note any damage identified on individual items. For high-value shipments (elk, bear), track each hide individually with condition at shipping noted. This individual-level documentation is what makes a claim against a tannery for damaged work verifiable versus anecdotal.
Is a digital tannery log better than a paper one?
Yes, for several practical reasons. Digital logs send automatic reminders when expected return dates pass, eliminating the need to manually check a calendar. They link to individual job records so return confirmation automatically updates job status. They're searchable, finding a shipment from 14 months ago takes seconds rather than hunting through binders. And they don't get lost, water-damaged, or accidentally discarded. For shops with significant tannery volume (100+ hides per season), the time savings and error reduction of digital tracking easily justify the switch from paper logs.
How does this apply to solo taxidermy shops?
The principles in this guide apply to solo shops just as they do to larger operations, though the scale differs. A single-person shop may have lower absolute volume but faces the same documentation, compliance, and customer communication requirements. The practical advice here scales down to any shop size.
What is the most common mistake taxidermists make with taxidermy shop tannery log template?
The most common mistake is treating taxidermy shop tannery log template as an afterthought rather than building it into the standard workflow from the start. Shops that encounter problems in this area typically did not establish clear processes before season, which means every situation becomes a one-off decision rather than a standard response.
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Sources
- National Taxidermists Association (NTA)
- US Fish & Wildlife Service
- Small Business Administration (SBA)
Get Started with MountChief
Tannery visibility is the biggest operational gap at most taxidermy shops. MountChief's tannery tracking gives you a running log of every shipment, expected return, and actual return so you always know where every hide stands. Try MountChief to bring the tannery portion of your workflow under full control.