While It’s Moving: In-Transit and Pre-Delivery Checks for Dispatchers

You’ve made it past the pickup, congrats. But now the load’s rolling, and the clock is ticking. This is the part where a lot of dispatchers mentally check out.

Don’t.

Because in-transit is when things can start to fall apart quietly, and if you’re not watching closely, you’ll only hear about it when it becomes a problem at delivery. Or worse, in a claim. Here’s what you need to be checking while the load is moving and before that trailer door gets cracked open on the other end.

In-Transit Dispatcher Checklist

1. Is the load moving according to plan?
Ask: Tracking system or Driver
Check your GPS link, ELD, or tracking platform. If you’re relying on check-calls, now’s the time to confirm position, ETA, and any issues the driver’s running into (weather, traffic, etc.). This should be done daily at a minimum, twice a day is ideal.

2. Is the tracking link live and accurate?
Ask: Yourself
If your customer or shipper requires real-time tracking, test it. Make sure the link is still pinging the right location and that the driver hasn’t disabled the app or lost signal.

3. Any unexpected stops, delays, or route changes?
Ask: Driver or Tracking
Some detours are no big deal. Some can cause major delays. Keep an eye out for odd detours or longer-than-expected breaks that could throw off delivery or hint at something more serious (fraud, tampering etc).

4. Do you have contact with the driver?
Ask: Yourself
This seems obvious, but if you haven’t heard from them in a while, do a check-in. Make sure they have cell signal and are reachable in case the receiver has an urgent update.

5. Are you updating the customer as required?
Ask: Yourself
Some customers want multiple updates a day. Some just want to know if something’s wrong. Make sure you’re meeting expectations so they don’t ask you what’s going on before you can tell them.

Pre-Delivery Checks

As you near the drop, shift gears from tracking to prep.

6. Does the driver have the correct delivery address?
Ask: Driver
Yes, seriously. Verify it matches the rate con and BOL. GPS can be unreliable, especially at big campuses with multiple docks. This is where some of the information you collected earlier can help (odd dock directions etc).

7. Is a delivery appointment made and confirmed (if required)?
Ask: Receiver or Shipper
No appointment? No dock. Re-confirm the delivery window and make sure the receiver is expecting this specific truck.

8. Is the driver aware of any special delivery instructions?
Ask: Driver
Some places require certain gates, call-ahead notices, or dock door check-in as you would have confirmed prior. If your driver shows up without a heads up, you could end up with an upset driver and confused receiver.

9. Are documents in order for delivery?
Ask: Driver
BOL, customs docs (if cross-border), delivery numbers, all need to be printed, accessible, and match the shipment. Mismatches = delays. (this paperwork should have been confirmed at pick up as well).

10. Who’s the contact at delivery?
Ask: Shipper or Customer
Avoid the “no one’s answering the phone” moment. Make sure you’ve got a name and direct number for someone who works at the dock, not just a corporate line.

At the Time of Delivery

Quick hits you should verify or instruct the driver to complete before they roll away:

11. Are there any signs of damage or shifting?
Ask: Driver
Before that seal is broken, make sure the driver checks the trailer condition. If something looks off, they should note it before unloading begins.

12. Did the receiver sign clean or note issues on the POD?
Ask: Driver
Don’t let the driver leave without confirming whether the delivery was signed clean. If there’s damage or short count, it needs to be documented immediately.

13. Does the driver have a copy/photo of the signed POD?
Ask: Driver
Whether physical or digital, get proof. This is what protects you in the event of a claim or payment delay.

Your job doesn’t end once the truck is rolling. In-transit and pre-delivery work is where reputation gets built or broken, especially if things go wrong and you didn’t see it coming.