Regular transport is not just the same vehicle at the same time. To keep things running smoothly, agree in advance what freight is carried, where it is collected and delivered, who supplies the data and what happens when circumstances change.
Provide examples of typical orders
Several real order examples are more useful than simply saying ‘we ship every week’. They reveal variations in load size, delivery points, time limits and recurring situations. This information separates one-off exceptions from the actual operating model.
1. Freight volumes — from the smallest to the largest order
State how many items, packages or pallets you usually move, and show your smallest and largest typical orders. Include dimensions, weight, packaging and any periods when volumes rise significantly.
We use dimensions and weight to assess whether our 3.5-tonne-class vehicles are suitable or another solution is needed.
2. Every collection and delivery location
List all collection and delivery points, their sequence, suitable time windows and access conditions. Gates, restricted parking, warehouse hours or end-customer handover can change journey duration even when the mapped distance stays the same.
3. Frequency — what repeats and what changes
Agree whether transport runs on fixed days, on receipt of orders or through a mix of both. Mark essential time limits separately from those where the route can be optimised. Regularity then becomes a working rule, not a vague promise.
4. Data exchange — one clear version
EcoTrip can work in the customer’s system or GSMtasks and record signatures, photos, documents and times as agreed. Mileage, delivery and other reports are agreed individually.
Decide in advance who sends new orders and how. Every task must contain the same essential data: load, quantity, addresses, contacts, preferred time and special conditions. When information is scattered across emails or people, errors start before loading.
5. Handover and exceptions — when plans change
Agree which tasks are included and when freight is considered handed over. Also agree what to do if a recipient is unavailable, an address changes, the load differs from the supplied details or packaging is not ready for safe transport.
When each company appoints a responsible person, these situations can follow agreed procedures instead of requiring a new process every time.
6. Pricing — what we actually assess
Regular transport pricing depends on more than distance. We assess freight details, stops, frequency, time windows, loading conditions and additional work. It is more useful to provide information that lets us plan and price the work than a desired final figure.
What to include in your first enquiry
- A typical load and your largest usual load.
- Collection location and all delivery points.
- Frequency, preferred days and time windows.
- Loading, unloading and access conditions.
- Order submission and delivery confirmation requirements.
- Responsible contacts and common exceptions.
You do not need a technical specification for the first conversation. Approximate but real data already reveals what needs clarifying.
A good start reduces day-to-day questions
The regular transport and distribution model must be clear enough that each new task does not take both teams back to the beginning. Send examples of typical orders and the EcoTrip team will explain which transport tasks we can perform and what needs agreeing before starting.