Preparing a shipment handoff
By the afternoon shift change, a coordinator has several shipments open. A carrier has confirmed a collection, a customer has sent a packing list, and another message asks whether everything is ready. Before handing over, the coordinator needs to check whether those documents and messages agree.
The coordinator searches the email chain, downloads attachments and compares them with the booking. They copy the relevant details into a handoff note and message the planner about anything unresolved. The next colleague may repeat that search to work out which instruction is current.
I can find the latest email. I can’t tell whether it changes what we agreed yesterday.
Show me the last shipment where you had to work that out.
The booking and packing list in one brief
When a document arrives or the coordinator requests a handoff, the assistant drafts a brief from the booking, packing list and latest instructions. Each detail links to its source so the coordinator can check it. The draft flags missing information and shows conflicting quantities together for review.
For shipment 048, the booking says 18 pallets and the packing list says 20. The warehouse has not confirmed how many pallets are at the loading bay, so the coordinator cannot resolve the difference just by choosing the newer attachment.
Source documents
Select a source to check the brief.
The quantity needs confirmation.
The booking and packing list disagree. The warehouse has not confirmed the loaded count.
Waiting for warehouse count
Confirm the loaded quantity with the warehouse, then correct the relevant document before the handoff.
Shipment 048 · confirmed booking Declared load: 18 pallets Collection slot: afternoon
Why this still needs a person
AI can flag the different quantities and draft a question for the warehouse. The coordinator still needs to confirm how many pallets were loaded before changing the documents or promising a delivery.
The coordinator asks the warehouse to count the prepared pallets. Even if it confirms 20, the planner must still check vehicle capacity and carrier acceptance. The assistant can prepare the questions and client update; the team reviews the wording and recipients before anything is sent.
Which number will it use when the documents disagree?
It keeps both, points to the sources, and leaves the decision with you.
Once the written confirmations arrive, the draft is updated. The planner checks the revised booking before authorizing dispatch. If a question remains unanswered, the shipment stays pending and the brief names who will follow up and when to check again.
- 1
Collect
Keep the booking, documents and revisions together.
- 2
Prepare
Draft a brief with links to the source documents.
- 3
Check
Ask the coordinator to confirm anything missing or inconsistent.
- 4
Hand over
Pass on the current brief and any unanswered question, with the name of the person following up.
Time spent preparing and checking the handoff
Preparing a handoff includes finding documents, drafting a summary and checking that the next colleague has what they need. The time comparison must also include corrections and checking for unanswered questions during that review.
The chart shows document retrieval, summary preparation and review separately. The coordinator still needs to confirm missing information and resolve discrepancies before handing over, even when the brief takes less time to prepare.
Time spent on each part of the handoff
The comparison includes finding documents, preparing the brief and checking it before handover.
Before: 30With a brief: 12minutes / handoff
View the timing breakdown
These times cover finding documents, preparing the summary, and checking and resolving discrepancies. The team also needs to check that the documents are complete and someone is following up on any unanswered question.
| Activity | Before | With a brief |
|---|---|---|
| Find the source material | 12 | 3 |
| Prepare the summary | 8 | 3 |
| Review and resolve | 10 | 6 |
| Total | 30 | 12 |
What the next coordinator receives
The handoff should include the current documents, confirmed details and any unanswered question, with the name of the person following it up. The next colleague can read the original messages without asking someone to explain the entire shipment.
The next person should see what’s still unresolved without asking me to explain the whole shipment.
We can put the question in the handoff, along with who’s following it up.
The implementation also gives the team a way to correct the brief and continue manually when an integration is unavailable. The team maintains the rules for using sources and the review checklist, including what to do when a document is missing.