Plan the routine around your site
Separate sorting areas, accessible pedestrian routes, dispatch staging and shared facilities according to the site’s assigned routines. Vehicle movements, loading and equipment work follow trained roles and approved procedures. The incoming lead should review restrictions and unfinished work left by the prior shift before allocating its own round. A premises record identifies a zone or bay and the actual outcome rather than collecting parcel addresses or recipient information. Record an access or timing exception when a task cannot be completed during the assigned window. Carry the current arrangement and next action owner into dispatch handover so the unresolved finding remains understandable after the shift changes.
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 |
|---|---|---|
| Shift handover | Read outstanding sorting and dispatch actions. | Zone and responsible lead. |
| Sorting-area readiness | Complete assigned premises tasks within scope. | Area and actual result. |
| Pedestrian routes | Follow approved accessible-route observations. | Location and response. |
| Dispatch staging | Record assigned operational preparation. | Bay and exception. |
| Equipment reference | Refer to required competent equipment records. | Asset and approved record. |
| Next-shift continuity | Carry unresolved actions forward. | Owner and review time. |
Parcel data is not needed for a premises finding
Use the depot zone, bay or shared asset reference. Delivery addresses and recipient information stay in the designated parcel system.
Give the next shift enough context
A damaged accessible route-marker fitting is noticed beside dispatch zone CD-03. Staff identify the zone and follow the depot’s premises reporting procedure. The shift lead records the temporary arrangement and maintenance owner. The next dispatch team sees the current restriction without recipient or parcel-address details.
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 dispatch-route findings and tasks missed during busy shift changes. Compare their assigned due windows with actual depot activity. Separate premises completion from loading authorisation and equipment records, and keep operational findings free of unnecessary parcel or recipient information.
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 shift handover examples and planning and manager reporting 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
How should a depot identify a shift finding?
Use the depot zone or bay, actual observation, response and next responsible lead. Keep parcel tracking and personal delivery information in their designated system.
What is the scope of this guide?
Vehicle movements, loading, handling and equipment use follow competent depot procedures. These examples do not authorise dispatch or certify a vehicle or load.
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, handling and equipment use follow competent depot procedures. These examples do not authorise dispatch or certify a vehicle or load.