Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.
What a dispatch log is
A dispatch log is the record of outbound goods: orders picked, packed and sent, capturing the consignment, the carrier, the destination and the time, so there is a trail of what left the site and when.
This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer decides the dispatch process and what is recorded.
Purpose
- Record what was dispatched, to whom and when.
- Link a dispatch to its order and carrier.
- Support delivery queries and proof of dispatch.
- Feed stock control as goods leave.
Who maintains it
- Dispatch or warehouse staff record outbound consignments.
- A logistics or stores lead owns the process.
- Carriers confirm collection of the consignment.
- The employer decides the process and who is responsible.
When it is used
- Each time a consignment leaves the site.
- When confirming proof of dispatch for a query.
- When reconciling outbound stock movements.
- During reviews of dispatch performance.
Typical fields
- Date, time and the order or reference.
- Items and quantity dispatched.
- Destination and customer or site.
- Carrier and any tracking or consignment number.
- Who dispatched it and the link to the order.
- Example columns only — adapt to your operation and the applicable law.
Common mistakes
- Recording the order but not the carrier or tracking.
- Not reconciling dispatches against stock movements.
- Missing or vague destination details.
- No proof-of-dispatch trail for queries.
Document workflow
A dispatch log sits at the outbound end of the chain: stock is picked and recorded in the stock-movement register, dispatched here against the order, and handed to a carrier whose collection links to the gate register. Delivery problems may feed a customer query or corrective action.
See the related documents below for what is commonly required before and used with a dispatch log entry.
Retention (high level)
Dispatch records are generally kept for a period the employer sets for traceability, proof of dispatch and queries, in line with its obligations. This page does not state a required period — confirm with the applicable law and the official authority.
Completing and sharing as a PDF
A dispatch log is often held in a system and exported to PDF for records and queries. Exporting to PDF supports the record; it does not make it official or prove compliance.
Employer checklist
- Record the consignment, carrier and tracking.
- Reconcile dispatches against stock movements.
- Keep a clear proof-of-dispatch trail.
- Capture accurate destination details.
Worker notes
- Record outbound consignments accurately.
- Capture the carrier and tracking details.
- Report any mismatch between the order and what is sent.
Country considerations
Dispatch documentation and traceability vary by country, sector and goods type, with cross-border movements adding requirements, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for the dispatch process and for compliance with any traceability or movement duties. This page is an educational overview with a template example; it does not make an operation compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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