Keep orders moving, customers in the loop and stock accounted for when you switch fulfilment providers—with a clear handover checklist, not guesswork.
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What is a fulfilment handover checklist for?
It gives you a shared record of what stock moved, which orders are still open, who owns the next action and how you’ll judge the new setup. That means fewer orders caught between providers—and a clearer answer when a customer asks for an update.
Before moving stock: reconcile counts by SKU or variant
- Record a dated stock snapshot for each SKU or variant, including available, reserved, damaged and quarantined units.
- Agree who will count, who will verify differences and how both sides will sign off the dispatch and receiving counts.
- Reconcile the physical count against your system quantities. Record every discrepancy with an owner and next step before treating the handover as complete.
- Label cartons clearly and keep product and shipment references together so stock can be identified during the move.
How do you keep open orders visible during a provider switch?
- Make a list of every open order and record its current status, owner, customer-update responsibility and next action.
- Before assigning an order to the new provider, get clear confirmation that any previous fulfilment request has been cancelled. Then recheck the order status and stock so it is not left in limbo or sent twice.
- Agree how order progress and tracking updates will reach your store and customers, who will investigate missing updates, and who will tell customers about any disruption.
- Test a small set of orders and tracking updates before moving the rest. Keep an exception log for anything unresolved, with a named owner and next step.
What evidence should you keep for a wrong-item complaint?
Keep the order reference, product or SKU and variant, quantity, package details and shipping-label details together. Take clear photos of the item and packaging, then record the investigation and resolution against the same order. If your products already use batch or serial identifiers, include those too. A consistent record makes it easier to investigate what happened and respond clearly.
Easy-to-miss checks before you cut over
- Share only the customer and order details needed to fulfil each order, and agree how that information will be handled and protected.
- Tell customers who is responsible for their next update, especially for orders already in progress.
- Keep a written record of stock differences, delayed handovers, missing tracking updates and unresolved customer enquiries.
- Don’t judge the change from one headline result. Compare the same measures across comparable order types or periods, and note anything that could affect the result.
How do you fairly compare fulfilment providers?
Use the same definitions before and after the switch. Compare stock-count discrepancies, orders awaiting fulfilment, time from order receipt to dispatch, tracking visibility, delivery exceptions, wrong-item reports and customer enquiries. Review the context behind each result so you can see what improved, what needs attention and what action to take next.
Ready to get your next delivery moving?
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