Form templates / Logistics & Transportation
Warehouse Intake Form
A warehouse intake form records what actually arrived, which is not always what the paperwork said. Counts, condition, temperature and any discrepancy - noted at the bay, not reconstructed later.
For hauliers, couriers, freight forwarders and fleet operators.
A discrepancy noted at the bay is a credit; noted later it's an argument
Short deliveries and damaged pallets are recoverable if they're recorded before the driver leaves. Discovered three days later, they're a conversation about who is telling the truth, and the warehouse usually loses it.
So this template is built to be filled in on a phone at the bay: PO reference, expected versus received counts, condition, and whether it was noted on the driver's paperwork. It also asks for temperature on chilled loads, which is the other check that can't be done retrospectively.
A record with a timestamp
Every submission is stored with the moment it was made, and exports as a spreadsheet. If a report ever has to be produced - for an insurer, a regulator, a review - it exists, dated, unedited.
Dimensions, weight and dates - or it isn't a quote
A shipping enquiry without dimensions, weight and both postcodes cannot be priced, so it becomes a phone call. On a form, those are four fields and a dropdown.
The same applies to bookings and claims: the specifics are the entire message, and asking for them in a fixed order gives you something a dispatcher can act on immediately.
Route it to the right person
Send every report to whoever needs to act on it by email the moment it arrives, so nothing sits in a queue waiting to be noticed.
Make it yours in a minute
Change the wording, drop the questions you don't need, add the ones you do, put your own colour on it. Saving publishes it, and you get a link to paste into your website, your email signature or a message. Responses land in your dashboard and download as a spreadsheet whenever you want them.
What this template asks
- Received by
- Site or bay
- Delivery date
- Time received
- Supplier
- Purchase order reference
- Delivery note number
- Carrier
- Vehicle registration
- Driver's name
- Pallets expected
- Pallets received
- Cartons expected
- Cartons received
- Does the count match the paperwork?
- Overall condition
- Describe any damage
- Temperature check, if chilled or frozen
- Recorded temperature
- Link to photographs
- Was any issue noted on the driver's paperwork?
- What action is needed?
- Notes
More Logistics & Transportation forms
Questions
Can this replace a WMS receipt?
No - it's the human record at the bay, especially for exceptions. Many operations use it alongside a WMS to capture the photos and notes the system has no field for.
Should we record the driver's name?
Yes, and the vehicle registration. When a discrepancy is disputed weeks later, being able to identify the delivery is what makes the claim work.
Can reports be submitted anonymously?
Yes, if you make the name optional. Nothing about the submitter is recorded otherwise - no IP address, no account, no tracking.
Can this go to more than one person?
Yes. Notification recipients are a list, so a report can reach a manager and a safety lead at the same time.
Can I export everything for an audit?
Yes - one click gives you a CSV of every response with its timestamp, which is usually exactly what an auditor or insurer asks for.
Can drivers submit forms from a phone?
Yes - that's the main way these get used. One small page, works on a poor signal, no app to install on anyone's personal phone.
Publish your warehouse intake form today
Start from this template and change anything you like. Free to begin.