Repeat shipments need a repeatable handover.

Give every movement an internal reference and a named owner at the dealership. Link it to the stock record and record the vehicle identity, actual condition, route, pickup readiness and receiving hours. Make any changed detail easy to distinguish from the version originally quoted.

Use a short exception field for non-running status, low clearance, oversized accessories, EV instructions or an auction release hold. A generic comment such as “special car” does not tell the coordinator what needs confirmation. Keep sensitive ownership and payment documents in the appropriate restricted system rather than attaching them to every dispatch message.

Confirm the seller, auction or originating branch is ready and knows which provider is collecting. Assign responsibility for keys, release references, condition photographs and collection appointments. If the car is not ready, update the provider before a truck is sent.

• Purchase or internal transfer approved through your own process.
• Vehicle identity and stock reference match the order.
• Origin confirms release, hours, access and the responsible contact.
• Operating condition and special handling have been accepted by the provider.
• Destination confirms space, receiving staff and any unloading equipment.

Montway’s published business terms separately address origin inspections, delivery inspections and after-hours delivery procedures. That illustrates why a dealer needs to read its applicable agreement: a process allowed under one contract is not an automatic right under another. Confirm the inspection procedure, required evidence and reporting deadlines before using an unattended handover.

When a car arrives, compare its identity and visible condition with the shipment record, obtain the carrier documents and note concerns through the agreed procedure. Route the file to the person handling claims or exceptions promptly. A vehicle-condition handover does not replace your mechanical inspection or retail preparation process.

Track the milestones your team can verify: order accepted, release ready, carrier assigned, collected, received and paperwork complete. Keep promised dates separate from estimates and actual events. Do not tell a buyer that a car has shipped because a carrier has only been assigned.

For each completed move, record the agreed charge, approved additions, any delay or damage concern and the staff time spent resolving it. These observations make a future provider discussion more useful than a ranking based only on the lowest quote. Use a consistent reason for each exception so recurring release or access problems become visible.

Start with a simple shared checklist and a single owner for each shipment. Review which fields were missing, which messages were repeated and whether the receiving person had the correct documents. Your next step is to adapt the shipping brief into that repeatable record, then use the quote-reading and inspection guides to complete the commercial and handover sections.