Plan your transport
Name contacts for machine data, release, loading and receipt, and add location and availability during the relevant time window. A commercial contact cannot always arrange access to the plant. Decide who confirms short-notice changes bindingly and name a deputy. A shared order reference in all emails makes queries between purchasing, plant and recipient easier.
A role overview template
A table with four rows is enough: machine data, release, loading at collection, receipt at destination. Each row lists name, company, phone, email and availability. Send this overview with your enquiry; we use it for all coordination up to handover.
Taking languages and time zones into account
In international transport, the parties often speak different languages and work in different time zones. Note each contact’s preferred language and local time. That way queries go straight to the right person and dates can be agreed without misunderstandings.
What matters
- Organise contacts by task
- Add availability during the time window
- Name a deputy for absences