A practical delivery-record checklist
- Identify the job or consignment and the agreed delivery location.
- Record the delivery date/time and the goods, units and quantities actually handed over.
- Record who received the goods, within the agreed procedure and necessary privacy limits.
- Note shortages, damage, refusals or reservations clearly; distinguish observation from an unverified explanation.
- Keep relevant signed paperwork or other agreed evidence legible and linked to the job.
- Check that the record can be read and that its references match before uploading.
Partial delivery, damage or refusal
Record the actual outcome rather than signing an unconditional “all received” statement that does not match it. State the quantities accepted, missing or refused and the visible condition. If the recipient will not sign, record that fact and contact the responsible parties through the agreed channel; do not invent a signature.
Keep the company informed and preserve the available evidence. A POD discrepancy does not by itself decide liability or entitlement to payment. Follow the contract, relevant terms and any claims procedure; obtain appropriate advice where needed.
A fictional discrepancy record
Synthetic example only: job SYN-POD-001, delivery 24 October 2026 at 14:20, receiver “Example Goods-In Team”. Expected: 10 pallets. Accepted: 9 pallets. Refused: 1 pallet with visibly damaged outer packaging. Record the recipient’s reservation, the agreed follow-up and which supporting evidence is available.
Do not describe this as 10 pallets accepted without reservation. Do not upload this example to a real job. These are suggested record contents, not a claim that Houlvek has separate form fields or automatic quantity/damage verification.
How POD works in Houlvek
The current driver workflow accepts a non-empty PDF, JPG or PNG up to 10 MB for the relevant job. The driver uploads the file; the interface then reports that Company delivery confirmation is awaited. The Company checks the available POD and confirms an in-progress delivery separately. Uploading alone does not complete that confirmation.
POD is kept privately with the job. Authorised viewing uses temporary access links; do not treat them as public permanent downloads. A failed upload or missing document needs to be resolved before relying on the record.
This guide does not promise built-in signature capture, automatic photo/GPS verification, OCR or a downloadable POD template. Agree any required evidence beforehand; job-scoped location sharing is not itself proof that particular goods were accepted.
POD, consignment note and invoice
A consignment note identifies the transport agreement and goods; delivery evidence records the handover outcome. For international road haulage, check the applicable CMR and other document requirements in the official guidance. Do not assume a domestic handover checklist replaces cross-border paperwork.
An invoice requests payment under the agreed terms. A POD upload or Company confirmation is not proof that an invoice has been issued or paid. Keep those records and any disputed amounts distinct.
Keep the evidence useful and private
Collect only the personal information needed for the delivery purpose, share it with authorised parties and follow the applicable retention and privacy arrangements. Avoid unrelated faces, identity documents or contact details in supporting images. The ICO guidance is under review; check its current text for your processing.