Checking truck access, loading docks and delivery bookings
A practical checklist for confirming collection and delivery addresses, vehicle access, loading equipment and appointment details before dispatch.
A correctly written address does not by itself confirm that a collection or delivery point is suitable for the vehicle. Gates, approach roads and goods reception hours can differ even within the same site. Check the following details for both the sender and the receiver, and share them while transport is being planned.
1. Identify the vehicle entrance as well as the address
Start with the company name, full address, postcode and city. Do not assume that the address on an invoice is the shipping address. Identify a separate collection or delivery warehouse clearly.
- Which gate should the vehicle use? Is there a gate number or warehouse code?
- Does the map pin show the main entrance or the loading entrance?
- Who should be contacted on arrival, and what telephone number will reach them?
- Does the driver need an order, delivery or booking reference?
Provide the map link alongside the written address. If the gate or address changes, inform the person arranging transport as well as the receiving site.
2. Confirm restrictions affecting vehicle access
Ask the warehouse or site contact about the approach road and entrance conditions. The fact that a truck has visited before may not establish that the planned vehicle is suitable.
Share known gate height and width, tight turns, weight or vehicle length restrictions, access hours and security procedures. Do not supply an unverified dimension as a confirmed limit. These details need to be considered alongside the characteristics of the planned vehicle.
If local access restrictions or site rules apply, confirm the current arrangements with the relevant contact. Pass on newly identified requirements before the loading day rather than leaving them to be discovered on arrival.
3. Clarify loading docks and equipment
Collection and delivery do not necessarily use the same handling method. Obtain separate answers for each location:
- Is there a loading dock, and has its suitability for the planned vehicle been confirmed?
- Will the cargo be handled from the rear, the side or above?
- Is a forklift, crane or other equipment needed, and who will provide it?
- Has the site checked that the equipment is suitable for the cargo weight and packaging?
- Will the team carrying out the work be available at the agreed time?
Do not assume that the vehicle will provide an alternative if a dock or equipment is unavailable. Any required arrangement should be discussed with the carrier and the site in advance.
4. Record appointments separately from opening hours
A site may be open without accepting vehicles or receiving goods throughout that period. Record general opening hours, vehicle reception hours and any specific appointment separately.
Confirm who will make the booking, which reference is required and whom to contact if the plan changes. Specify that the time is local. Check weekend availability, holidays and planned closures with both the collection and delivery locations.
An appointment is a planning detail, not a delivery time guarantee independent of conditions on the road. If the plan changes, the revised time needs to be confirmed with the parties involved.
5. Prepare a short information sheet for each address
- Site and location: Company, full address, postcode, gate or warehouse code.
- Contact: A person and telephone number available during the operation.
- Vehicle access: Known size, weight, time or approach restrictions.
- Handling: Dock, loading direction, equipment and the responsible party.
- Timing: Vehicle reception hours, appointment, reference and contact for changes.
- Open questions: Information still awaiting confirmation and who will check it.
Prepare this sheet alongside the cargo quantities, dimensions and weights. Share it through our contact channels before transport, and update the same conversation if access or appointment details change.