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      Project Supply

      Planning dispatch and following your shipment

      Plan each handover before the order leaves: confirm the receiving details, release conditions, packing information and shipment documents, then follow tracking through to receipt.
      • Destination
        Country and address
      • Receiver
        Named contact
      • Timing
        Required arrival date
      • Release
        Agreed conditions
      • Follow-up
        Tracking and receipt
      • 01

        Plan from arrival

        Set the required arrival date and review the time needed before dispatch.
      • 02

        Agree the handover

        Confirm quantities, release conditions and packing information before collection.
      • 03

        Follow through

        Use tracking and receiving checks to close the shipment record.
      DHL delivery van outside a clean modern logistics building

      Start with the Receiving Requirements

      Provide the destination country, full delivery address, postcode and a reachable receiving contact. State when the parts are needed on site. A requested arrival date and a planned dispatch date are different milestones; review preparation, transit and receiving time before agreeing the schedule.

      Set the Conditions for Release

      Bring the approved items, current availability and remaining release conditions into one written plan. Resolve open questions before arranging collection.
      • Available quantity
        Confirm the quantity ready for this shipment and whether any balance will follow separately.
      • Release conditions
        Record the required approvals, payment status and documents agreed for release.
      • Packing information
        Confirm package count, dimensions, weight and protection requirements for the chosen transport option.

      Six Steps from Planning to Receipt

      • 01 / Plan

        Confirm the destination

        Record the address, receiving contact and required arrival date against the order.
      • 02 / Release

        Resolve the open conditions

        Confirm available quantity, approvals and agreed release requirements before booking.
      • 03 / Prepare

        Check packing and documents

        Review package details and the invoice, packing list and other agreed shipment documents.
      • 04 / Collect

        Confirm carrier handover

        Record actual collection and the carrier reference; a booking alone does not confirm dispatch.
      • 05 / Track

        Follow the shipment

        Share tracking, review carrier updates and follow up on delays or requests for information.
      • 06 / Receive

        Check and report

        Compare the delivery with the order. Record receipt and send any discrepancy to the order contact.

      Keep the Shipment Status Clear

      Keep the planned dispatch, actual collection, carrier estimate and confirmed receipt as separate records. Transit estimates may change. Agree who follows up with the carrier and who supplies destination or customs information. Review shipment documents against the agreed order scope and the receiver’s requirements before release.
      A clear handover keeps the buyer, sender and receiver working from the same information.
      Use the order reference to connect packing, transport and receiving records.

      Three Questions Before Dispatch

      • Delivery timing
        Delivery timing
        Does dispatch confirm the arrival date?
        No. Review the carrier estimate separately and allow for clearance and receiving arrangements.
      • Shipment documents
        Shipment documents
        Which documents should accompany the order?
        Agree the invoice, packing list and any additional documents needed for the destination and order scope.
      • Receiving support
        Receiving support
        What if the delivery differs from the order?
        Contact the order owner promptly with the reference, package photos, labels and details of the discrepancy.

      Keep These Details with the Order

      • Receiving details
        Destination country, full address and a reachable contact.
      • Approved supply
        Full references, quantities and any agreed split shipment.
      • Release record
        Remaining conditions and confirmation that they were met.
      • Packing and documents
        Package details and the shipment documents agreed for the order.
      • Carrier record
        Collection date, tracking reference and current transit estimate.
      • Receiving feedback
        Receipt date, quantity and condition checks, and photos of any discrepancy.
      Keep packaging and delivery evidence until any receiving discrepancy has been reviewed.
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      Planning an industrial parts shipment?

      Send the part references, quantities, destination and required arrival date. Tell us about your packing, document and receiving requirements.

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