Form library · Logistics and supply chain

Dispatch checklist

A check of one consignment from pick to carrier handover. Confirm the pick, then log each pallet: scan the SSCC or pallet label, enter the cartons, weight and dimensions (estimate the height from a photo), and check the base, stability, wrap and labels. At the bay, scan the registration and the seal, check the load bed, anchorage points, straps and weight limits, and that the load is placed and secured and the driver knows how. Check the paperwork, make the release decision and record the handover with the driver's signature, time and GPS. The form totals pallets, weight and failed checks. For loading safety, see the loading and unloading checklist.

For warehouse dispatch teams, shift managers and 3PLs who load customer orders onto hauliers, pallet networks or their own fleet.

The load securing notes follow the GOV.UK code of practice for England, Scotland and Wales. Elsewhere, follow your country's load securing rules.

Consignment, orders, carrier and booking, with a dangerous goods flag
Pallets as entries: SSCC or label scan, cartons, weight, dimensions and four checks each
12 vehicle and load checks at the bay, with the registration and seal number scanned
Photos of the secured load stamped with date and time, and a Walk Cam film before the doors close
Release decision, carrier handover with GPS, time and driver signature, and tiles for pallets, weight and failed checks

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What should a dispatch checklist include?

A dispatch checklist is useful when it shows what left, on which vehicle, in what condition and how it was secured, so a short, a damaged pallet or a load shift can be traced back to the dock.

Last updated 28 October 2026. Facts checked by the SiteSurvey team on 28 October 2026 against GOV.UK, securing loads on HGVs and goods vehicles: 1. Responsibility for load security, GOV.UK, securing loads on HGVs and goods vehicles: 2. Load securing, the basics, GS1, Serial Shipping Container Code (SSCC) and GOV.UK, moving dangerous goods.

How to check a consignment before dispatch

Start when the pick is complete and the vehicle is on the bay.

Check the pick
Confirm the pick was checked by scan or a second person, quantities match, and any shorts are agreed with the customer.
Log the pallets
Scan each pallet label, enter cartons, weight and dimensions, and check the base, stability, wrap and labels.
Check the vehicle
Scan the registration, check the load bed, anchorage points, straps and that the weight is within the vehicle's limits.
Load and secure
Place the load near the centre line, heavy items low, secure it, photograph it, and tell the driver how it is secured.
Release and hand over
Check the paperwork, decide to release or hold, and record the driver, handover time, GPS and signature.

What makes a dispatch checklist useful

Curtains, straps, buckles and bars undamaged

Fail. Nearside strap 3 frayed through about a third of its width. Driver swapped it for a spare strap from the cab before loading. Released with exceptions at 14:55, agreed by the shift manager.

Fictional example. Record the actual evidence and approved arrangements for your job.

A common recording mistake

Releasing a load with a failed check marked Pass, or loading a curtainsider and relying on the curtain to hold the pallets.

What happens next

Tell the carrier about any trailer fault, keep the photos with the consignment record, and follow up anything released with exceptions.

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Every question in the dispatch checklist template

A dispatch checklist for one consignment: order references, pick checks, pallets with SSCC or label scan, weight, dimensions and four checks each, 12 vehicle and load checks at the bay with the registration and seal number scanned, paperwork, the release decision and the carrier handover with GPS, time and driver signature. Shows pallets, total weight and checks failed. 6 sections and 123 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.

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Details you only enter once

Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.

Project: the project name
Dispatch site address: the site address, from the space or the project
Customer: the project's customer

Consignment

ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name
Dispatch site addressShort answer
Fills in from the site address, from the space or the project
CustomerShort answer
Fills in from the project's customer
Location (GPS)Short answer
Dispatch date*Date
Checked by*Short answer
Time the check startedTime
Consignment or load reference*Short answer
Customer orders on this load*Notes
Order numbers, one per line.
Deliver to*Short answer
Customer name and delivery address or depot.
Carrier service*Choose one
- Own fleet
- Haulier, full load
- Haulier, part load
- Pallet network
- Courier or parcel
- Customer collection
CarrierShort answer
Booking or collection referenceShort answer
Loading bay or doorShort answer
Any dangerous goods on this load?*Yes or No
CheckDangerous goods have their own rules for packing, labelling, documents and staff training. Follow your dangerous goods procedure and your dangerous goods safety adviser (DGSA). This checklist does not cover them.
Shown when “Any dangerous goods on this load?” is Yes
Weather on siteAnswer

Pick check

Pick checked against the order by a second person or by scanningChoose one
Every line scanned or checked by someone who did not pick it.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Item codes and quantities match the pick listChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Batch, lot or best-before dates recorded where the customer needs themChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Short or substituted lines agreed with the customer and recordedChoose one
Nothing missing that the paperwork says is on the load.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Customer's special instructions followedChoose one
For example labels, packing, delivery booking or a tail lift.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Pick checks failedWorked out by the form
Not checkedWorked out by the form

Pallets and packages

Height limit for this customer or network (cm)Number
Optional. From the customer or pallet network.
Pallets
Repeat for each pallet. Each one asks:
- Scan the pallet labelScan a label: sscc, pallet or label number, ship to, order number, number of cartons, weight
  Optional. Scan the SSCC or pallet label to capture the numbers.
- SSCC or pallet label number*Short answer
- Orders on this palletShort answer
- Cartons or itemsNumber
- Gross weight (kg)*Number
- Length (cm)Number
- Width (cm)Number
- Height including the pallet (cm)Number
  Measure, or estimate from a photo with measure from photo and check against the customer or network limit.
- CheckTaller than the height limit entered for this customer or network. Rebuild the pallet or agree it first.
  Shown only when the answers above make it relevant
- Pallet base soundChoose one
  No broken boards or blocks, nails flush.
  - Pass
  - Fail
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Load square on the pallet, no overhang, stableChoose one
  - Pass
  - Fail
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Wrapped or strapped tight to the palletChoose one
  Wrap includes the pallet base, no loose layers or torn film.
  - Pass
  - Fail
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Labels on as the customer or network asks, and readableChoose one
  - Pass
  - Fail
  - Not checked
  - Not applicable
- What needs doing, or why not checkedNotes
  Shown only when the answers above make it relevant
- Checks failed on this palletWorked out by the form
- p_ncWorked out by the form
- Photos of the palletPhotos
PalletsWorked out by the form
Total weight (kg)Worked out by the form
Pallet checks failedWorked out by the form
Not checkedWorked out by the form

Vehicle, trailer and load at the bay

Scan the registration plate or trailer numberScan a label: vehicle registration, trailer number, container number
Optional. Scan the data plate or label to capture the numbers.
Vehicle registration*Short answer
Trailer or container numberShort answer
Vehicle or trailer typeChoose one
- Curtainsider
- Box trailer
- Temperature-controlled
- Flatbed
- Container
- Rigid lorry
- Van
GuidanceRain, ice, snow and strong wind can make a load slide more easily. Think about extra securing in bad weather (GOV.UK load securing code of practice).
Vehicle, trailer and carrier match the bookingChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Load bed and bodywork soundChoose one
No holes, broken boards or damaged panels that could let the load move or let water in.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Anchorage points, and twist locks where fitted, in good conditionChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Trailer clean, dry and free of smells or the last load's residueChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Curtains, straps, buckles and bars undamagedChoose one
Curtainsiders and box trailers with load bars. No frayed or cut straps.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Vehicle prevented from moving off during loadingChoose one
As your site procedure, for example keys held, a vehicle restraint or a dock lock.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Load within the vehicle's gross and axle weight limitsChoose one
Compare the total weight with what the driver says the vehicle can carry; think about axle loads if part of the load comes off at an earlier drop.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Load near the centre line, spread evenly, heavier items lowChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Load secured against moving forwards, sideways and backwardsChoose one
Straps, bars, a tight fit against the headboard and sides, or another system. A cover or curtain alone is not restraint.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Load does not block the driver's view, including the mirrorsChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Doors closed and seal fitted, if the load is sealedChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Driver told how the load is loaded and securedChoose one
Required when the driver did not load it. Hand over the load plan if there is one.
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Scan the sealScan a label: seal number
Optional. Scan the seal to capture its number.
Seal numberShort answer
Photos of the secured load and any faultPhotos
The date and time are stamped on each photo. GOV.UK suggests a load plan can include a photo of the secured load with the date and time it was taken.
Film the load before the doors closeWalk Cam video with voice-to-text
Optional. Film a guided walk-round on the SiteSurvey app.
Vehicle and load checks failedWorked out by the form
Not checkedWorked out by the form
WarningA vehicle or load check failed. Put it right and check it again before the load is released. A driver should not set off with a load they have doubts about.
Shown only when the answers above make it relevant

Paperwork, release and handover

Delivery note or consignment note printed and matches the palletsChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Pallet manifest or packing list with the SSCC or pallet numbersChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Export or customs documents ready, if the load leaves the countryChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Dangerous goods documents, if anyChoose one
As your dangerous goods procedure.
- Pass
- Fail
- Not checked
- Not applicable
Shown when “Any dangerous goods on this load?” is Yes
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Load plan or loading notes given to the driverChoose one
- Pass
- Fail
- Not checked
- Not applicable
What needs doing, or why not checkedNotes
Shown only when the answers above make it relevant
Paperwork checks failedWorked out by the form
Checks failed on this loadWorked out by the form
Not checkedWorked out by the form
Release decision*Choose one
- Released to the carrier
- Released with exceptions recorded
- Held: not released
WarningChecks failed on this load but it is marked released. Put them right first, or record them as exceptions with what was agreed.
Shown only when the answers above make it relevant
Exceptions and who agreed them*Notes
Shown when “Release decision” is “Released with exceptions recorded”
Why the load is held, and who was told*Notes
Shown when “Release decision” is “Held: not released”
WarningLoad held. Tell the carrier and the customer, and keep the load and its paperwork together until it is released.
Shown when “Release decision” is “Held: not released”
Driver*Short answer
Shown only when the answers above make it relevant
Handover time*Time
Shown only when the answers above make it relevant
Handover location (GPS)Short answer
Shown only when the answers above make it relevant
Pallets handed over*Number
Shown only when the answers above make it relevant
CheckThe pallets handed over do not match the pallets listed on this checklist.
Shown only when the answers above make it relevant
Driver signature*Signature
Shown only when the answers above make it relevant

Follow-up and sign-off

Checks failedWorked out by the form
ResultWorked out by the form
Actions
Repeat for each action. Each one asks:
- Action*Notes
- PriorityChoose one
  - Before the vehicle leaves
  - Before the next dispatch
  - This week
- Who will do it*Short answer
- Due byDate
- Status*Choose one
  - Open
  - In progress
  - Done, checked
- Photo when donePhotos
  Shown when “Status” is “Done, checked”
Actions still openWorked out by the form
Follow-up*Choose one
- No follow-up needed
- Follow up with the carrier or customer
- Review the dispatch process
Follow-up dateDate
SummaryNotes
Dispatch checker nameShort answer
Dispatch checker signature*Signature
Shift or warehouse manager nameShort answer
Shift or warehouse manager signatureSignature

See it filled in

A completed dispatch checklist report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.

See completed form (PDF) ↗

Dispatch checklist FAQs

Who is responsible for securing the load?

Everyone involved. The GOV.UK code of practice says operators, drivers and consignors (the business that puts the load on the vehicle) must secure all loads and make sure they are transported, loaded and unloaded safely. The consignor must make sure the load is fit for transport, stable, loaded safely and safe throughout the journey, and if the driver did not load it, make them aware of how it was loaded and secured.

Source: GOV.UK, securing loads on HGVs and goods vehicles: 1. Responsibility for load security.

What should I check on the trailer before loading?

The GOV.UK code says to check the load platform, bodywork, anchorage points and twist locks where fitted, and that they suit the load and are in good condition, and to check the load will not exceed the vehicle's maximum permitted axle and gross weights. The form has a check for each, plus clean and dry, curtains and straps, and the vehicle being prevented from moving off.

Source: GOV.UK, securing loads on HGVs and goods vehicles: 2. Load securing, the basics.

How secure does the load need to be?

The GOV.UK code says the securing system must withstand forces equal to the full weight of the load forwards and half the weight to the sides and to the rear. A cover or curtain alone is not restraint. The form does not calculate lashings; it records how the load was secured, with photos, and that the driver was told.

Source: GOV.UK, securing loads on HGVs and goods vehicles: 2. Load securing, the basics.

What is an SSCC and why scan it?

GS1 describes the Serial Shipping Container Code as the number that identifies a logistic unit, such as a case, pallet or parcel. Scanning the SSCC or pallet label captures the number from the label so the pallet list on the checklist matches what the customer will receive.

Source: GS1, Serial Shipping Container Code (SSCC).

Does the checklist cover dangerous goods?

No. If the load has dangerous goods, the form flags it and points you to your own procedure. GOV.UK says there are rules on how dangerous goods are packed and labelled and the training staff must have, and a dangerous goods safety adviser tells you the requirements.

Source: GOV.UK, moving dangerous goods.

Why take a photo of the secured load?

It shows how the load left your site. The GOV.UK code suggests a load plan can include a photo of the secured load with the date and time it was taken. Photos in the SiteSurvey app are stamped with the date and time, and you can film a short Walk Cam round the load and the seal before the doors close.

Source: GOV.UK, securing loads on HGVs and goods vehicles: 1. Responsibility for load security.

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