After Delivery: The Dispatcher’s Post-Delivery Checklist
The freight’s delivered, the truck’s empty, and the driver’s already asking about their next load.
You’re done, right?
Not even close.
This is where a lot of dispatchers coast, but this stage can make or break your margin, customer relationships, and ability to get paid. It’s not glamorous, but post-delivery is where the smart teams pull ahead. Tie off the loose ends now, or deal with the fallout later (usually in the form of disputes, denied accessorials, or annoyed billing staff).
Here’s your checklist for after delivery.
The Post-Delivery Dispatcher Checklist
1. Do you have the POD, and is it clean?
Ask: Driver
Proof of delivery is non-negotiable. It needs to be:
Signed and dated by the receiver
Legible (photos are fine, but make sure it’s clear)
Free of damage or shortage notes, or, if not, properly documented
2. Was there damage, shortage, or overage?
Ask: Driver + Review POD
If something went wrong:
Was it noted on the POD?
Has the customer been notified?
Are you filing a claim or gathering supporting docs?
The clock starts ticking the moment delivery happens, don’t wait.
3. Are accessorials needed, and do you have the backup?
Ask: Yourself
If there was detention, layover, a lumper, or anything out of scope:
Do you have timestamps, receipts, or driver notes?
Have you submitted the charges to the customer before you incurred these fees?
Remember, you’ll only get paid for what you document.
4. Did the delivery match the agreed rate and plan?
Ask: Yourself + Driver
Sometimes the load changes mid-transit. Did the driver make extra stops? Get rerouted? Was the delivery location changed at the last minute?
Update the final cost if needed, before invoicing happens, and ideally before the changes are executed.
5. Has the driver been debriefed?
Ask: Driver
This doesn’t need to be formal, but ask:
How was the facility?
Any wait time that wasn’t reported?
Any red flags for future loads?
Document the little things now so the next dispatcher is informed, especially if it is a new delivery location.
6. Has the driver been debriefed?
Ask: Yourself
Even if everything went perfectly, send a quick delivery update.
A simple “Load delivered, POD attached, let us know if you need anything else” email can go a long way.
No news = scary for the customer
7. Have internal notes been updated?
Ask: Yourself
Before you close the load, make it easy for the next person:
Was this shipper or receiver easy to deal with?
Are there preferred time windows or gate codes?
Any unusual requirements worth noting?
Even a 1-line note can save a future dispatcher (or yourself) a major headache.
Why This Stage Matters
Anyone can book a truck.
But keeping margin, avoiding claims, and making customers come back? That’s in how you close the load.
