Plan the routine around your site
Map the trade counter, public collection point, loading areas and accessible yard routes separately. Assign each part to a role trained for that work rather than asking reception staff to inspect unfamiliar equipment. Before opening, read restrictions left by the previous delivery or yard shift. Record actual route and housekeeping observations with stable bay references. Loading methods, lifting equipment and vehicle movements follow the site’s approved arrangements. The opening record should show which area needs attention and who receives the exception. Carry unresolved yard findings into the counter handover so staff can communicate the current collection arrangement.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Yard handover | Review restrictions from the previous yard shift. | Bay and current owner. |
| Trade counter | Complete assigned public-area opening tasks. | Area and outcome. |
| Collection routes | Follow the approved accessible-route round. | Route reference and response. |
| Loading-area readiness | Record only assigned checks within training. | Bay and restriction reference. |
| Equipment references | Refer to required competent equipment records. | Asset and approved record. |
| Counter continuity | Pass unresolved collection-area actions forward. | Lead and next review. |
Counter and yard teams need the same restriction reference
Use a stable bay or route name in the finding and handover. A vague “yard issue” leaves the counter team unable to explain the current collection arrangement.
Give the next shift enough context
A damaged accessible barrier fitting is reported beside collection bay BM-02. The yard team records the bay and follows the site restriction procedure. The counter lead receives the temporary collection arrangement. The authorised assessment and later clearance stay linked to the original finding.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review repeated collection-route exceptions and findings that fail to reach the counter team. Separate completed yard rounds from equipment inspection records and loading authorisations. Check whether changing delivery patterns require a clearer due window or assignment for the affected bay.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore opening & closing examples and planning and equipment & findings examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
Should the yard and counter use separate routines?
Yes, where responsibilities differ. Link their handovers through the same location and restriction references so each team records its own work.
What is the scope of this guide?
Vehicle movements, loading, stacking and lifting follow competent site procedures. A general premises record does not authorise loading or certify equipment.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: workplace transport. Source checked 5 October 2026.
Vehicle movements, loading, stacking and lifting follow competent site procedures. A general premises record does not authorise loading or certify equipment.