Standard Operating Procedure (SOP) for Logistics & Delivery
1. Purpose
To ensure timely, accurate, and safe delivery of finished goods to customers while maintaining full traceability and minimizing transit-related risks.
2. Scope
This SOP applies to all activities related to packing, dispatching, transporting, and delivering finished goods from the factory to customers or distribution points.
3. Responsibilities
| Role | Responsibility |
| Logistics Officer | Plan daily dispatch schedules, coordinate with transporters, and ensure documentation. |
| Storekeeper | Prepare goods for dispatch and verify delivery items against sales orders. |
| Quality Team | Final check on packed items before loading. |
| Driver/Transporter | Safely transport goods and obtain delivery confirmation. |
| Sales Coordinator | Inform customers and confirm delivery timelines. |
4. Procedure
4.1. Delivery Planning
- Review Sales Orders and Delivery Schedule from the ERP system.
- Prioritize orders based on delivery dates, customer location, and vehicle availability.
4.2. Packing & Loading
- Collect finished goods from store as per the sales order.
- Pack goods as per product type using appropriate protective materials.
- Weigh and label cartons clearly with item details and customer name.
- Conduct final QC check before dispatch.
- Load goods into the vehicle carefully to avoid damage during transit.
4.3. Documentation
- Generate and verify the following:
- Delivery Note
- Invoice
- Ensure copies are handed over to driver and customer.
4.4. Transport & Tracking
- Assign delivery vehicle and driver based on destination and load type.
- Record vehicle details and driver contact.
- Use GPS tracking or manual follow-up to monitor delivery status.
- Inform customer of expected delivery time.
4.5. Delivery Confirmation
- Driver obtains signed proof of delivery (POD) from customer.
- POD and any remarks (damaged or short items) are returned to Logistics Officer.
4.6. Issue Handling
- For damages, shortages, or delays:
- Investigate cause.
- Notify relevant departments (QC, Sales, Management).
- Resolve and update customer accordingly.
5. Safety & Compliance
- Ensure compliance with legal transport documentation.
- Verify vehicle roadworthiness and load capacity.
- Drivers must follow speed, route, and unloading instructions.
6. Records to Maintain
- Delivery Notes
- Vehicle Logs
- PODs
- Invoice Copies
Approvals:
Approved By: [Factory Manager]] | Date: [DD/MM/YYYY]
Approved By: [Production Manager] | Date: [DD/MM/YYYY]
Prepared By: [Name/Title] | Date: [DD/MM/YYYY]