Use this checklist to prepare for your next Xentra Transport pickup. Print it, bookmark it, or share it with your team.
Before You Book - Know your pickup and delivery addresses.
Include suite numbers, floor numbers, building names, and any landmarks. The more specific, the better. "Third floor, Suite 310, use the freight elevator on the loading dock side" is better than just the street address.
Measure and weigh your shipment.
Approximate is fine. We need to know whether this is an envelope, a few boxes, or a full pallet so we send the right vehicle. Underestimating the size means the wrong vehicle shows up and your delivery gets delayed.
Identify any special handling requirements.
Is it fragile? Temperature-sensitive? Requires chain of custody? Contains legal documents needing signature verification? Medical specimens? Tell us at booking — not when the driver arrives. Special handling is planned, not improvised.
Know your delivery timeline.
Is this a rush (need it in 1-2 hours)? Same-day (by end of business)? Scheduled for a specific window? If the recipient has a deadline — a court filing, a lab receiving cutoff, a load-in window — tell us the hard deadline so we can plan accordingly.
☐ Secure your items properly. Envelopes should be sealed. Boxes should be taped shut on all seams. Fragile items should be wrapped and padded inside the box. If you are not sure how to pack something, ask us — we can advise or provide packaging on arrival.
☐ Separate items going to different destinations. If you have packages going to multiple addresses in the same pickup, group them by destination and label each group clearly. This prevents mix-ups during loading.
☐ Have documents ready if applicable. For legal deliveries, have the filing cover sheets attached. For medical specimens, have the requisition forms and chain-of-custody paperwork ready. For freight, have the BOL or packing list prepared. Our driver should not have to wait while you finish paperwork.
☐ Clear a path to the pickup point. If the driver needs to come inside — to a mailroom, a loading dock, a specific floor — make sure the route is clear and accessible. Propping open doors, reserving the freight elevator, or notifying building security in advance saves significant time.
☐ Designate a contact person at pickup. Someone needs to be physically present to hand off the package and confirm the pickup. Do not assume the driver can find and collect the shipment unattended. Have a name and phone number ready for the person handling the handoff.
☐ Have parking or loading instructions ready. Tell us where the driver should park or load — front entrance, loading dock, specific side of the building, double-park on the street. In NYC, every minute at the curb matters. Clear instructions prevent tickets and delays.
Preparing the Delivery Destination
☐ Confirm the recipient is available. Make sure the person receiving the delivery will be at the destination during the delivery window. Nothing wastes more time than a driver arriving to find no one available to accept the package.
☐ Communicate any delivery instructions. "Leave with the front desk" is different from "hand-deliver to John on the 12th floor with signature." "Dock delivery, use Bay 3" is different from "curbside, call when you arrive." Be specific.
☐ Alert the recipient that a delivery is coming. A quick text or email to the recipient — "Xentra Transport is delivering a package to you today between 2-3pm" — eliminates confusion and speeds up the handoff.
On Delivery Day
☐ Keep your phone accessible. Our driver or dispatch team may call or text with updates, especially if there are access issues or timing changes. Being reachable makes everything faster.
☐ Review your proof of delivery. After delivery is confirmed, you will receive a digital POD with recipient signature, timestamp, and GPS location. Review it to confirm everything was completed as expected. If anything looks off, contact us immediately.
Finshed Checklist? Lets Get It Delivered
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