Dispatch planning checklist
Published: 02 Nov 2024 | Category: Logistics
Most dispatch problems are not “transport problems”. They are planning and input problems.
Before scheduling dispatch
- Grade: clear spec and acceptable variance (if any)
- Quantity: total tonnage and whether split dispatch is required
- Destination: full delivery address, landmark, and unloading point
- Delivery window: preferred date/time and acceptable alternatives
- Billing details: invoice name, GST details (if applicable), PO reference
Site constraints checklist
- Gate entry timings and weekly holidays
- Unloading slot requirements and queue policy
- Vehicle size limits or axle restrictions
- Mandatory PPE or safety rules for drivers
- Weighbridge process and accepted proof of delivery
Transport coordination checklist
- Driver contact and escalation contact
- Load securing and tarpaulin requirement
- Route constraints and restricted zones
- Expected transit time and update checkpoints
- Delay handling plan and who approves rescheduling
Documentation checklist
Most dispatch holds happen because billing and shipment details do not match.
- Invoice details match buyer entity and delivery destination
- Consistent quantity and unit references across docs
- Dispatch instruction clarity (site contact, unloading procedure)
- Transport documentation requirements agreed upfront
Close-out checklist after delivery
- Delivery confirmation (timestamp, site acknowledgement)
- Weight slip or POD references captured
- Any issues documented with photos and notes
- Documentation closure to prevent payment and reconciliation delays
Read: Common causes of delivery delays Contact for dispatch support