Agree access, sequencing, receiving responsibilities and current documents before a delivery is confirmed.
Describe the approach to the site
Record the delivery address and the route vehicles are expected to use. Note gates, restricted access, nearby activity and any site rules that the delivery team should discuss with you.
Share current photographs alongside a simple site plan. Ask the relevant parties to verify vehicle access and unloading arrangements for the actual delivery, rather than treating a photograph as approval.
Connect delivery to the installation plan
Identify how the framing information is organised and which areas are expected to be worked on first. A coordinated package should be understandable to the people who receive and install it.
Discuss how items will be labelled, checked against the delivery documents and stored. Handling, lifting, temporary stability and installation requirements must be established by the responsible project teams before the work starts.
Name the people responsible
Write down who will confirm the delivery date, who will receive the materials and who will record discrepancies. Make sure each person has the current information and a clear way to raise a question.
Separate a preferred delivery window from a confirmed booking. The programme should show the approvals and readiness checks needed before a booking becomes firm.
Keep a record of changes
If access, sequencing or the site programme changes, communicate the update to everyone affected. Include the date, the item that changed and the person who confirmed the new arrangement.
Use a short pre-delivery checklist as a discussion aid. It should help the project team identify decisions, not replace the supplier’s instructions or the site’s approved procedures.
