Loading handoffs

Warehouse Coordinator prepares the loading handoff against the load and operating organization. The warehouse, driver and pallet count describe what is about to change hands. The handoff has its own revision and review state, so preparation can be checked before the physical handover time is recorded.

Transport Supervisor reviews the submitted information and records the decision. An approved handoff means the described work may proceed. Warehouse Coordinator marks it completed only when custody actually changes. Dispatcher then uses that evidence alongside the load’s pickup record to understand whether the planned movement has begun.

• Prepare the warehouse record. Identify the load, warehouse and receiving driver. Check the pallet count against the loading evidence and ensure the handoff belongs to the correct organization.
• Submit the current revision. Move the prepared handoff from Draft to Submitted. Transport Supervisor checks the details and either approves the work or rejects it with a reason that the preparer can act on.
• Record the actual transfer. After approval, enter the handover time when the goods change custody. Keep the completed record connected to the same load so dispatch and later delivery investigation use the same history.

Agree how the warehouse identifies the driver at the loading point. The driver named on the handoff must be checked against the resource assignment, particularly after a last-minute substitution. Decide what evidence accompanies the pallet count and who investigates a difference before the driver leaves.

Define the review responsibility for each operating organization. Keep the decision time separate from the handover time. Decide how a changed pallet count or driver name is resubmitted for review, and retain the earlier evidence so the supervisor can explain the correction. Warehouse inventory movements remain part of the connected warehouse process, with their own completion evidence.

A warehouse prepares a handoff for a load and submits its pallet count for review. Before handover, the loading team finds an additional pallet in the staging area. Warehouse Coordinator checks whether it belongs to this load and corrects the prepared record if it does. Transport Supervisor reviews the changed scope before approving the transfer.

During the rehearsal, pause after approval. Dispatcher should still see that physical handover has not been recorded. Resume when the driver accepts custody, enter the actual handover time and complete the handoff. Then compare it with the pickup time on the load. An unexplained difference needs investigation; changing the approval time to match pickup would obscure what happened.

• Loading Handoffs Default List — Prepared, submitted and approved handoffs that still need warehouse attention.
• Handoffs awaiting review — Submitted handoffs with the warehouse, driver and pallet count ready for Transport Supervisor review.
• Custody Board by Status — The progression from preparation through review to completed handover.

Follow warehouse custody handoff, then review and dispatch. Rehearse the access boundaries on the roles page.