Delivery is the point where an agreed hire package becomes a specific machine on a specific site. A short, organised handover helps establish what arrived, which accessories came with it and which questions remain unresolved. Prepare the receiving process before the vehicle leaves the depot.
Name a receiver and an arrival window
Give the supplier a contact who can be reached during delivery and understands the receiving arrangements. Share the exact entrance, booking window and relevant site instructions. A street address alone may send the delivery vehicle to the wrong gate.
Ask the transport provider to confirm the delivery plan with the site team. Changes in access, ground conditions or nearby work should be communicated before dispatch. The receiving checklist supports the site's approved arrangements; it does not replace a transport or unloading plan.
Match the delivery to the order
Record the machine identifier, model, attachments and accessories against the accepted scope. If the delivered configuration differs, seek a clear explanation before assuming it can perform the same work. Keep the supplier's answer with the order.
Confirm which manuals, inspection records and familiarisation arrangements accompany the hire. Ask the responsible people to resolve suitability questions. A signed delivery docket should not be treated as proof of every technical or site requirement.
Example: a missing attachment
An excavator arrives on time, but the quoted finishing bucket is absent. Record the missing item, notify the supplier and obtain an expected delivery response. Update the work programme around the actual equipment available rather than quietly absorbing the mismatch.
Photographs and a written accessory list make the discrepancy easier to explain. Agree whether the revised arrangement affects hire charges or transport. Record that agreement as a variation so the return and invoice teams see the same facts.
Create a usable condition record
Record the meter reading, fuel basis and visible condition with the supplier's handover process. Store photographs with the machine identifier and date. Avoid vague labels such as 'machine photo' that become difficult to match during a long project.
Make fault reporting contacts accessible to the operating team. If a concern emerges at handover, follow the supplier and site escalation process instead of attempting an undocumented repair. Retain the original record for the return comparison.
Common questions
What should I photograph at delivery?
Follow the agreed handover process, including identifying details, visible condition, meter and fuel records, and supplied accessories. Store the photos with the order.
What if a substitute machine arrives?
Ask the supplier and responsible site team to confirm suitability and any commercial changes. Record the substitution against the original scope.
This guide is general information to help you prepare a better enquiry. It is not engineering, legal or safety advice. Equipment selection, engineering and safe systems of work remain the responsibility of competent project and supplier teams, and regulatory requirements differ between states and sites.
