Delivery Instructions
Also known as: Special Instructions, Delivery Notes, Driver Instructions
Definition
Delivery instructions are specific directions that help carriers complete deliveries successfully. They can include access information, placement preferences, authorization to leave packages, or any special handling requirements that ensure a smooth delivery experience.
Types of Delivery Instructions
Access Instructions
- Gate codes
- Building entry codes
- Buzz/call instructions
- Key locations
- Security procedures
Placement Instructions
- Leave at back door
- Place in garage
- Put behind planter
- Leave with neighbor
- Specific location requests
Authorization
- OK to leave without signature
- Release to specific person
- Neighbor authorization
- Leave in safe place
Special Handling
- Fragile items
- This side up
- Temperature sensitive
- Call before delivery
How to Provide Instructions
At Time of Order
Checkout page:
┌─────────────────────────────────┐
│ Delivery Instructions: │
│ ┌─────────────────────────────┐ │
│ │ Gate code: #1234 │ │
│ │ Leave at side door │ │
│ │ Ring doorbell twice │ │
│ └─────────────────────────────┘ │
└─────────────────────────────────┘
Through Carrier Systems
- UPS My Choice
- FedEx Delivery Manager
- USPS Informed Delivery
- Set default preferences
After Shipping
- Track package, add instructions
- Contact carrier customer service
- Use delivery management apps
- May have fees or limitations
Common Delivery Instructions Examples
Residential
| Situation | Instruction |
|---|---|
| Gated community | “Gate code #5678” |
| Apartment | “Apt 3B, buzz 302” |
| Safe spot | “Leave behind recycling bin” |
| Dogs | “Do not open gate - dogs” |
| Neighbor | “Leave with unit 5 if not home” |
Business
| Situation | Instruction |
|---|---|
| Loading dock | “Use dock door 3” |
| Receiving hours | “Deliveries before 2 PM only” |
| Contact | “Call John at x234 on arrival” |
| Location | “Deliver to warehouse B” |
Character Limits
By Carrier
| Carrier | Character Limit |
|---|---|
| UPS | ~35-50 characters |
| FedEx | ~35 characters |
| USPS | Varies by service |
| LTL | Usually longer |
Making Instructions Fit
Too long:
"Please leave the package behind the large
terracotta planter on the left side of the
porch by the blue door"
Better:
"Leave behind planter, left of blue door"
Effective Delivery Instructions
Do’s
- Be specific and clear
- Use landmarks
- Keep it brief
- Include contact number
- Update when things change
Don’ts
- Assume driver knows area
- Use vague descriptions
- Include unnecessary details
- Forget to update codes
- Expect driver to search
Delivery Instructions by Carrier
UPS
- UPS My Choice account
- Delivery alerts with change option
- Default preferences
- Vacation holds
- Authorize neighbors
FedEx
- Delivery Manager
- Delivery instructions field
- Preferred locations
- Alternate addresses
- Notification preferences
USPS
- Informed Delivery
- Package instructions
- Hold mail service
- Redelivery scheduling
- PO Box availability
When Instructions Don’t Work
Common Issues
| Problem | Cause | Solution |
|---|---|---|
| Driver ignores | Not visible in system | Verify saved correctly |
| Code doesn’t work | Changed | Update in account |
| Placed wrong spot | Unclear directions | Be more specific |
| Not followed | Driver judgment | Contact carrier |
Following Up
- Check tracking for delivery attempt
- Contact carrier customer service
- File feedback if repeated issues
- Update instructions for clarity
Liability Considerations
Safe Drop Instructions
When you authorize leaving without signature:
- You accept some risk
- Theft/damage harder to claim
- Carrier followed your instructions
- Choose secure locations
Best Practices
Instead of:
"Leave anywhere"
Use:
"Leave behind gate at side door"
(Specific, somewhat hidden location)
Delivery Instructions for Businesses
B2B Instructions
- Receiving hours
- Check-in procedures
- Dock assignments
- Contact names/numbers
- Appointment requirements
BOL Instructions
Bill of Lading notes:
"Delivery Mon-Fri 7AM-3PM only.
Call 555-1234 30 min before arrival.
Use dock door 2.
Forklift will unload."
Seasonal Considerations
Holiday Season
- Extended hours?
- Alternative locations
- Multiple packages expected
- Gift deliveries (discretion)
Weather
- Covered area for rain
- Accessible paths
- Clear of sprinklers
- Seasonal access changes
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