A useful package record should answer three questions: what arrived, who it belongs to, and what needs to happen next. Build your intake checklist around those questions so staff do not have to improvise during a busy delivery window.

Confirm what you are receiving

Check the recipient and destination against the information available to your desk. If a label is incomplete or the delivery appears to be for another building, follow your site’s exception process before accepting it. Do not guess a recipient or unit to make the record look complete.

Where your process calls for it, note visible damage or an unusual delivery condition. Keep observations factual and distinguish what staff saw from what someone else reported.

Capture the identifying details

Use the same basic fields for each arrival: recipient name, unit or department, carrier, tracking number, and package type. Record each package distinctly when multiple boxes arrive for one person. A shared recipient name does not mean the boxes are interchangeable.

AI label scanning can help capture details, but staff should compare the result with the label. Pay particular attention to similar names, unit numbers, and tracking codes. Correct uncertain information before relying on it at pickup.

Make physical storage predictable

Agree on where packages go after intake and how staff communicate that location. Use clear shelf or zone names and a consistent rule for oversized or special-handling items. A complete digital record is only useful if the team can locate the physical package.

Keep anything requiring clarification visibly separate within your approved storage process. Make the reason for the exception understandable to the next person at the desk.

Finish before moving to the next delivery

Check that the record was saved and the package is in the correct place. The queue should reflect what is actually waiting for collection. If a record needs follow-up, include a short note stating what remains unresolved.

  • Recipient and destination checked
  • Label details reviewed
  • Package placed in the agreed storage area
  • Record saved with the appropriate status
  • Exceptions documented for the next shift

Continue with the pickup verification guide to keep the same discipline at the other end of the workflow.

PUT IT INTO PRACTICE

Use this checklist during a small trial with your desk team. Adjust any step that causes ambiguity, then use the same process across shifts.

Explore TrackNest package management ↗