A clear dispatch brief reduces avoidable calls, vehicle mismatch and delivery confusion. This is especially important across connected GIDC and MIDC corridors where a city name may cover several industrial estates, gates or receiving points. Before requesting a pickup or quotation, gather the information below and assign one responsible contact at each end.

Confirm the exact origin and destination

Provide complete addresses, PIN codes and industrial area names. ‘Ahmedabad to Mumbai’ is too broad for reliable planning; Aslali to Rabale MIDC is materially more useful. Include a Google Maps pin when an entrance is difficult to find, but retain the full written address in the documents.

  • Consignor and consignee legal names
  • Street address, industrial area and PIN code
  • Gate or warehouse identifier
  • Pickup and receiving contacts
  • Operating hours and weekly closure

Describe the physical consignment

The vehicle and movement type depend on the physical shipment, not only invoice value. Count every package and provide gross weight and dimensions. State whether cargo is loose, palletised, stackable, fragile, oversized or needs mechanical handling.

  • Material description
  • Package type and count
  • Gross weight and dimensions
  • Stacking and orientation limits
  • Loading and unloading equipment

Choose a movement and delivery basis

Ask the transporter to assess part load or full truckload when you are uncertain. Separately confirm the delivery arrangement: door to door, godown to door or godown to godown. If delivery is against consignee copy, cash on delivery or another document or payment condition, state it before the LR is prepared.

  • PTL or FTL assessment
  • Paid, to-pay or account billing
  • Door-to-door or godown-based delivery
  • DACC or COD instruction where available
  • Urgency and acceptable delivery window

Prepare the commercial and transport documents

The exact documents depend on the goods, route and transaction. Ensure names, quantities, weights and addresses match across the invoice, e-way bill and transport instructions. For regulated or specialised material, supply accurate declarations and the current supporting documents before vehicle placement.

  • Invoice or delivery challan
  • E-way bill where applicable
  • Material or safety documents where relevant
  • Consignee purchase or delivery reference
  • LR instructions and contact details

Make the site ready before vehicle reporting

Confirm that cargo, labour, forklift or crane, gate documentation and loading space will be ready at the agreed time. Delays can affect route plans and subsequent collections. At destination, confirm unloading equipment, appointment requirements and whether the consignee can accept the proposed vehicle category.

  • Cargo packed, labelled and counted
  • Loading labour and equipment available
  • Vehicle access and parking confirmed
  • Security or induction process communicated
  • Receiver ready with unloading arrangement

Record the LR and escalation contacts

Once the consignment is booked, retain the LR number and check that the consignor, consignee, package count and delivery instructions are correct. Share the LR number—not an incomplete description—when requesting a status update. Maintain an operations contact and an authorised commercial contact for exceptions.

  • Verify LR details before vehicle departure
  • Save the LR number with the dispatch record
  • Use the same reference in emails and calls
  • Report discrepancies promptly
  • Do not share confidential documents in public channels

Use the closest branch for local coordination

Vidhi Transport lists branch contacts across Ahmedabad, Vadodara, Nandesari, Dahej, Ankleshwar, Panoli, Sachin, Vapi, Sarigam and Umergam, Bhiwandi, Navi Mumbai, Rabale, Tarapur and Vasai. Service-area references describe nearby coordination coverage; they do not guarantee a physical branch or automatic service acceptance in every locality.

  • Check the branch locator for the nearest office
  • Confirm the exact pickup and delivery PIN codes
  • Ask whether the lane supports PTL, FTL or both
  • Verify special cargo requirements before dispatch
Important

Service and cargo acceptance depend on the exact material, packaging, documentation, route, vehicle availability, applicable requirements and operational approval.

Dispatch ChecklistLRGIDCMIDCRoad Transport