A delivery address is not a complete dispatch instruction. The crew also needs to know when access is available, where unloading happens, who can answer a site question and what has changed since the job was agreed. Put that information where it can be found before departure.
Separate confirmed instructions from assumptions
Record the delivery window, site access point and agreed receiving arrangements. Mark anything awaiting confirmation. An unverified assumption such as 'someone will be there' should remain an open question with an owner rather than becoming an instruction by repetition.
Use only the personal information needed for the job and follow your privacy practices when sharing contact details. Keep sensitive site information restricted to the people who need it. A general marketing or public document is not the place for a live customer's access instructions.
Rehearse a fictional delivery
Acme Demo Co plans a 09:00 delivery to a fictional site. The street address is correct, but unloading uses a separate entrance and receiving begins at 10:00. Without those details, the driver can reach the right property at the wrong place and time.
A useful dispatch record would identify the confirmed entrance, receiving window, contact role, unloading responsibility and any unresolved access question. It would also show the actual loaded quantity and current job revision. The example is invented; it does not describe a customer location.
Make changes travel with the job
When the customer changes the receiving window, update the instruction and make the affected crew aware. A message sent to sales is not evidence that dispatch received it. Keep the change connected to the job, including when it was confirmed and who needs to act.
Before departure, check timing, destination, load, receiving arrangements and outstanding changes. For route, vehicle, load or site-safety decisions, use the appropriate qualified person and operating procedures. This checklist is about information flow, not a substitute for those requirements.
After the delivery, record the actual outcome and any difference that affects collection, billing or the next visit. The useful dispatch record continues beyond 'sent': it helps the office understand what happened and helps the next crew arrive with the right expectations.