Keep institutional orders moving and make every handover easier to reconcile: match the paperwork to what actually arrives, and give your team a routine they can repeat.
Ready to arrange a delivery? Start on Send to see the options and prices that apply to your parcel.
What is this institutional delivery checklist for?
A purchase order or LPO sets the order reference; a delivery note helps show what was sent and what reached the site. Keeping those records linked gives your team and the receiving desk a clearer basis for checking a drop and following up on anything outstanding.
Moveka is Kenya’s largest courier and one of Kenya’s most deeply connected courier networks. Moveka offers Express and Same-Day services; use Send to see which options and prices apply to your parcel.
Before dispatch: prepare the order and handover pack
- Check the purchase-order or LPO reference against the customer’s order.
- Confirm the delivery address, receiving department, named contact and any site-specific receiving instructions with the customer.
- Prepare a delivery note that identifies the order and lists the items or packages being sent, with their quantities or counts.
- Include a simple handover record with the order reference, package count, receiver details and space to note the outcome: received, short, damaged, rejected or not handed over.
At the receiving desk: record what arrived
Invite the receiver to check the items or packages against the delivery note. Record the date, time and receiver’s name, along with any shortages, damage or other exceptions. Keep a copy or image of the completed record linked to the order reference.
How should you record a partial delivery?
- Check the customer’s contract or instructions before making a partial drop or treating it as accepted.
- Record the quantity or packages delivered on this attempt and clearly note what remains outstanding.
- Keep the outstanding balance linked to the same order reference, and notify the customer so both sides can track what is still due.
- Record any receiver comments or exceptions against this drop, not as though the full order arrived.
The receiver is away: what should you do?
Do not leave the delivery unattended or mark it accepted without the customer’s approval. Record the attempted handover and contact made, notify the customer, then agree whether to wait, return or arrange another attempt before closing the order.
Easy-to-miss details that prevent reconciliation mismatches
- Use the same order reference on the handover record and any follow-up about the delivery.
- Write down what was delivered on this attempt—not only what the purchase order requested.
- Note whether the handover was complete, partial, rejected or not completed, and capture exceptions while they are clear.
- If your team is coordinating stops around the CBD, Upper Hill or Industrial Area, use the same checklist at each handover so records stay consistent.
Make your next institutional delivery easier to manage
A clear order reference, a delivery note that matches the parcel and an honest record of the handover give your team a repeatable process—and make follow-up easier when a receiver is absent or a drop is partial. Start on Send to view the options and prices that apply to your delivery.
