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Delivery run sheet and POD templates: the distribution and last mile kit
More deliveries right the first time.
Updated 20 October 2026 · Steplane is built by Paul, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
The distribution and last mile kit covers the ten steps from the delivery order to proof of delivery, returns and the weekly numbers. It includes a route and run sheet, a delivery and POD checklist, a failed delivery and returns log that works out on-time and first-attempt success rates, and ready texts to tell customers their slot. It also covers final delivery after air, ocean and rail legs. €49 (about $55).
Key facts
- 5 files: process and rollout plan, route and run sheet, delivery and POD checklist, failed delivery and returns log (Excel), customer delivery notification texts.
- The log works out on-time %, first-attempt success %, returns rate, failures by reason and cash differences.
- Eight ready texts and emails: delivery booked, reminder, driver on the way, delivered, missed you, redelivery, delay, return collection.
- EU and US versions; editable in Word and Excel.
- Comes with transport mode supplements (Word) for the modes you handle: road, air, ocean, rail and multimodal. Each one lists what changes in this process for that mode.
EU and US versions. Download right away after payment. Or get any 3 kits for €99 (about $110) or all 10 for €249 (about $280).
What's inside
| # | File | What it does | EU version | US version |
|---|---|---|---|---|
| 1 | Process and rollout plan | Ten steps with owners and records, final delivery after air, ocean and rail legs, rules for the delivery round, money leaks and five rollout checks. | EU driving times, van tachographs, GDPR | Hours of service, text consent, cash reporting |
| 2 | Route and run sheet | One per vehicle per day: stops in order, slots, cash to collect, results, container stops and the end-of-day check. | km, €, tail-lift | miles, $, liftgate |
| 3 | Delivery and POD checklist | For drivers at every stop: right consignee, proof of delivery by signature or photo, damage remarks, cash on delivery and failed deliveries. | Same | Same |
| 4 | Failed delivery and returns log (Excel) | Daily totals per route, every failed attempt with its reason, every return, and the monthly numbers. | Same, in € | Same, in $ |
| 5 | Customer delivery notification texts | Eight short text messages and emails for every point of the delivery. | Data protection note | Consent and opt-out note |
Files in the EU and US downloads: 1 Process-and-rollout-plan.docx, 2 Route-and-run-sheet.docx, 3 Delivery-and-POD-checklist.docx, 4 Failed-delivery-and-returns-log.xlsx, 5 Customer-delivery-notifications.docx. Word (.docx) and Excel (.xlsx), fully editable. Plus the transport mode supplements for the modes you handle.
What the files look like
Previews of the European version. Every file is fully editable; replace everything in [brackets] with your own details.
The process it covers
Each step has one owner, a clear start and a record that proves it happened. This is the EU version; the US version uses US terms.
| # | Step | Owner | Starts when | Record kept |
|---|---|---|---|---|
| 1 | Take in delivery orders | Customer service | Order received before the daily cut-off | Order with address, contact, goods, slot wishes and special needs (tail-lift, two-person, cash on delivery) |
| 2 | Plan routes and delivery slots | Planner | Daily order cut-off | Route per vehicle with stops in order and a time slot per stop |
| 3 | Tell each customer the slot | Customer service | Route planned | Message sent with the date and time window |
| 4 | Load in reverse delivery order | Warehouse team and driver | Route final | Loading checked against the run sheet |
| 5 | Run the route | Driver | Vehicle loaded | Run sheet with arrival and departure times; driving and rest times kept |
| 6 | Deliver and take proof of delivery | Driver | At the delivery address | Signature or photo POD, condition remarks, cash collected if agreed |
| 7 | Handle failed deliveries | Driver and customer service | Delivery not possible | Reason logged, card or message left, redelivery booked or goods returned |
| 8 | Handle returns | Customer service and warehouse | Return requested or goods refused | Return logged, goods checked at the depot, shipper told |
| 9 | Close the day | Planner | Driver back at the depot | PODs uploaded, cash counted and handed over, run sheet closed, daily totals entered |
| 10 | Review the numbers | Manager | Every week, on a set day | On-time %, first-attempt success % and returns rate reviewed; one action agreed |
Who it is for
Transport, courier and logistics companies that run delivery rounds with vans or trucks, deliver pallets or containers to the door, or handle the final delivery after an air, ocean or rail leg.
Small and medium freight forwarding, transport and logistics companies in Europe and the US, working by road, air, ocean or rail. It works whether your processes are written down today or not.
Questions
Which numbers does the log work out?
On-time % (delivered within the promised slot), first-attempt success % (delivered on the first visit), returns rate, failed attempts by reason and cash differences per route and month.
Does it cover deliveries after an air, ocean or rail leg?
Yes. The process plan shows when goods are ready to deliver after each mode and what to plan for, and the run sheet has a block for container stops with free time and unloading times.
Can we send the texts as they are?
Fill in the brackets first. The EU version reminds you that phone numbers, addresses and POD photos are personal data. The US version notes that automated texts need the recipient's prior consent and an opt-out. This is general information, not legal advice.
Who in my company can use the files?
Everyone in your own company: all staff and all branches, as often as you like. You can share the filled-in documents with customers, carriers and auditors. You cannot resell or give away the templates themselves.
Which programs do I need?
A program that opens Word and Excel files. The files are standard .docx and .xlsx, so they open in all common office programs.
When do I get the kit?
Straight after payment: a download link on screen and by email. The link works for 30 days; if it expires, write to hello@getsteplane.com with your order number and we send a new one.
Can I get an invoice with my company and VAT number?
Yes. Write to hello@getsteplane.com with your order number, company details and VAT number and we send the invoice.
What if the kit is not useful to us?
Email hello@getsteplane.com within 14 days of purchase and we refund the full price. You do not have to give a reason. See the terms.
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