Receiving activities must submit a list of shortages not on the AIR within 10 working days.

Let’s set a scene that feels familiar to anyone juggling Navy logistics—you’ve done the Acceptance Inspection, you’ve logged the in-spec items, and then you find something missing. Not missing in a vague, gray way, but a concrete shortage that isn’t listed on the AIR. What do you do next, and how quickly do you need to act? Here’s the practical, down-to-earth rule that keeps the supply chain moving smoothly.

The rule in plain terms: 10 working days

Here’s the thing: when the receiving activity detects shortages that aren’t already recorded on the Acceptance Inspection Report (AIR), there’s a specific window to report them. The window is 10 working days. That means ten days of the normal workweek—Monday through Friday—counting only the days your office is open. Weekends don’t eat into the clock, and holidays can shift things, depending on the local policy, but the expectation remains clear: get the itemized list of shortages together and submit it within ten working days.

Why 10 days? Because timing matters

Think of it like a relay race. The AIR has already been prepared, the chain of custody for the goods is underway, and any gaps need to be addressed before the next leg is run. The 10-day frame gives the receiving activity enough time to verify what’s missing, gather the right details, and coordinate with the supply chain team. If you’re waiting around, you’re not just delaying paperwork—you’re delaying corrective actions, root-cause analysis, and, ultimately, mission readiness. In logistics, time is not just money; it’s the difference between a unit that can surge when needed and one that can’t respond fast enough.

What counts as a shortage not appearing on the AIR?

Let me explain with a straightforward example. You open the paperwork after a routine receipt, and you find a discrepancy: a firearms accessory, a spare part, or a palletized item that isn’t on the AIR but is physically short. That’s a shortage not appearing on the AIR. It could be because the AIR didn’t capture the item, the documentation came in late, or a subline item wasn’t tracked correctly. The key point is simple: it’s a new discrepancy that wasn’t already listed, and it needs formal acknowledgement and documentation now, not later.

What should the itemized list include?

To keep things aligned and useful, the itemized list should be clear and complete. Think of it as a concise brief for the next steps in procurement and inventory control. The essentials typically include:

• Item identification: National Stock Number (NSN) or part number, a plain description, and the unit of issue.

• Quantities: the exact shortfall (e.g., 12 units missing, 6 damaged, etc.).

• Location or storage area: where the item should be and where it’s currently found, if applicable.

• AIR reference: if you can link the shortage to a particular AIR entry, note that connection.

• Date found: when you first noticed the discrepancy.

• Suspected cause: a brief, non-guessy note about what might have happened (for example, “miscount during receiving” or “barcode mismatch”); it’s not a final diagnosis, just a prompt for investigation.

• Point of contact: who is responsible for following up (name, phone, email).

• Supporting evidence: photos, packing lists, or other documents that help verify the shortfall.

The submission channel and process

Submitting the list isn’t just about writing it down; it’s about using the right channel so the right people can act on it promptly. In most Navy logistics settings, the receiving activity posts the itemized shortages through the established logistics information system or through the designated reporting channel that links back to the AIR and the inventory control point. If your command has a specific form or template, use it. If there’s a standard email or ticketing workflow, stick to that. The goal is to get a clear, auditable record that someone can review, question, or confirm, without hunting down scattered notes later.

Practical tips to avoid delays

• Don’t wait to gather all the details. Capture the basics as soon as you can, then fill in the rest as more information becomes available.

• Be precise, not vague. If you suspect a cause, mention it as a hypothesis rather than a conclusion.

• Attach evidence. Photos, packing lists, and prior AIR entries help others understand the discrepancy quickly.

• Keep it readable. Use bullet points or a short table format if your system allows it. Flow matters as much as accuracy.

• Communicate early if you foresee a delay. If holiday staffing or a long weekend interferes with the 10-working-day window, raise that concern through the proper channel so all parties can adjust the timeline accordingly.

Common pitfalls to watch for

• Thinking the AIR already covers every discrepancy. Some shortages don’t appear there, so you must file the new itemized list when you find them.

• Waiting until the last day. Rushing at the end invites errors. A steady progression of updates helps keep everyone aligned.

• Vague descriptions. “Something missing” is not helpful. Specifics about item, quantity, and location are crucial.

• Skipping evidence. Without photos or documents, the case becomes harder to validate and act on.

• Ignoring the chain of custody. If the item’s path is unclear, include notes that help reconstruct what happened.

Relatable analogies to bring this home

If you’ve ever kept a home budget, you know how a missed receipt can derail a plan. You might catch it the next day, but the longer you wait, the more tangled the numbers become. In Navy logistics, the AIR and the 10-day reporting window act like a tightly managed books-and-receipts system. It isn’t glamorous, but it keeps the whole operation honest and responsive. And just like a well-balanced budget prevents waste, timely shortages reporting prevents stockouts that could slow a mission down.

A quick tangent about the bigger picture

You’ll see this principle echoed across inventory management: accuracy, timely reporting, and clear accountability. Shortages that aren’t on the AIR can cascade into procurement delays, misallocated resources, and even maintenance setbacks. When a receiving activity flags a discrepancy, it’s not just about correcting a number; it’s about preserving readiness, maintaining trust with partner units, and ensuring that every asset gets to the right place at the right time. That sense of responsibility is what keeps the Navy’s logistics network resilient, especially in high-tempo environments.

Putting it into practice in daily routines

If you’re in a role where you handle receipts, here’s a compact mindset you can carry:

• Be proactive with the clock. When you notice a discrepancy, start the itemized list right away.

• Frame the issue clearly. You want a straightforward report that someone else can pick up and act on without a long back-and-forth.

• Link words to actions. Every line of the list should prompt a next step—investigate, verify, or adjust records.

• Keep the line of communication open. Offer to provide additional details or clarifications as needed.

Let’s tie it back to the core question

The actual requirement is straightforward: 10 working days. Ten days of the workweek, from the moment a shortage not appearing on the AIR is detected. It’s a practical rule that supports timely corrective action, precise inventory control, and steady mission readiness. It isn’t a mystery code; it’s a helpful guideline that keeps the logistics machine running smoothly.

Closing thoughts

If you’re part of a Navy logistics team, you’ve probably learned that the smallest details can ripple out into bigger outcomes. A well-documented shortage not on the AIR isn’t just a line item; it’s a signal. It tells your supervisors and the supply chain where a process might be slipping and where you can tighten things up. The 10 working days rule exists to capture those signals early, so the right people can respond, adjust, and keep the ship, squadron, or unit moving forward with confidence.

So, next time you’re staring at a discrepancy that didn’t show up on the AIR, remember the clock. Gather the facts, assemble the itemized list, and submit through the right channel within ten working days. It’s a small step, but it’s one that sustains accuracy, accountability, and the kind of readiness the Navy counts on every day.