Documentation errors that cause dispatch holds
Published: 26 Apr 2024 | Category: Documentation
Dispatch holds often happen at gates, not because the truck is late, but because documents are wrong.
Why documentation causes delays
Industrial sites frequently verify documents before entry or unloading. A small mismatch can stop the entire delivery. Fixing it after the vehicle arrives wastes time and money.
Most common documentation mistakes
1. Buyer name mismatch
Invoice buyer name does not match the entity expected at the site or the purchase order. This often results in entry rejection until corrected.
2. Wrong delivery destination reference
Delivery address is incomplete or does not match the actual unloading location. Sites may treat this as a risk and block entry.
3. Quantity mismatch across documents
Quantity shown on invoice differs from transport note or dispatch instruction. Even if the actual load is correct, mismatch triggers manual verification.
4. Missing PO reference or internal site reference
Some facilities require a purchase order reference or an internal approval number for unloading. If absent, unloading may be postponed until internal verification is done.
5. Unclear dispatch instructions
The vehicle reaches the site but driver does not know where to go or who to contact. This creates confusion and delays.
How to reduce documentation-related holds
- Confirm billing entity and GST details (if applicable) before dispatch
- Ensure invoice destination matches actual unloading location
- Keep quantity units consistent across all documents
- Include purchase order reference if required by the buyer
- Provide driver with site contact and clear unloading instructions
Practical process recommendation
Before dispatch, review a single “dispatch packet” that contains the invoice summary, destination, driver contact, and site contact. This simple step prevents many holds.
Read: Dispatch planning checklist Need documentation coordination?