Agree a specific arrival window
Confirm the date, earliest and latest arrival time and, for an international trip, the local time zone. Establish whether the appointment means entry, gate registration or the actual start of loading. If a slot must be booked, agree who books it and sends the confirmation.
Prepare arrival instructions
A city name is not a dispatch address. After agreeing the transport, send the exact address and clarify the correct gate and entry procedure.
- Address, truck entrance and warehouse or dock number.
- Order reference and driver registration requirements.
- A responsible contact and a backup contact.
- Loading method and who supplies the required equipment.
- What to do if the vehicle is late, the slot changes or goods are not ready.
Check compatibility before dispatch
Top loading, a tail lift or other equipment must be agreed in advance. Match the weight of individual units to the capabilities of the agreed equipment. Having the right body type alone does not confirm that the whole operation is suitable.
Confirm changes in writing
When the address, number of units or timing changes, confirm the new arrangements with the carrier and warehouse. Agree how waiting and additional costs will be reported before they arise. If the REISNO listing is still active, update it so subsequent enquiries use current details.