Stop trucks queueing outside your gate and get customer orders moving with a clear receiving routine. Ask suppliers to share arrival details before dispatch, book a receiving window and label every load so your team can check, sort and hand over goods without guesswork.
Ready to plan a delivery for your own customer orders? Start on Send to see the options and prices that apply.
What is this supplier receiving checklist for?
A simple routine helps you prevent surprise arrivals, congestion and missing paperwork. It also gives your team a repeatable handover: receive accurately, sort mixed loads faster and prepare customer orders for dispatch.
Before dispatch: what should your supplier send?
- An arrival message with the order reference, expected arrival window, delivery location and contact person.
- A delivery note or packing list showing the order reference and item-level quantities.
- For a mixed load, a contents list and cartons grouped or labelled by order or customer.
- Clear arrival instructions for the driver: which entrance to use, where to unload, who to contact and any site safety steps.
How do you schedule a receiving window?
Agree on a window with the supplier before the vehicle sets off, then name the person who will receive the load. Give that person the order details and make sure the unloading area is ready. If arrival plans change, share the update with the receiver so the handover can be adjusted.
How should you label mixed loads?
Make labels readable where goods are received. Include a customer or order reference and carton count, and identify each separate pallet or handling unit. For mixed loads, match those labels to the packing list so your team can sort goods without opening cartons or guessing.
What should your team check at handover?
- Compare the goods with the order and delivery paperwork.
- Count what actually arrived and check its condition.
- Record shortages or damage before completing the receiving record.
- Keep the signed record with the order documents.
Easy-to-miss receiving details
- Don’t book a window without a named receiver.
- Don’t accept mixed cartons with no contents list if your team needs to sort them by order or customer.
- Don’t sign a receipt as complete before checking quantities and condition.
- Keep pedestrians clear of active loading areas, and use a spotter when appropriate.
Ready to get customer orders moving?
A dependable handover starts with clear details and a routine your team can repeat. Moveka is Kenya’s largest courier, with one of Kenya’s most deeply connected courier networks. Start on Send to view the delivery options and prices that apply to your parcel.
