Preparing a Run Sheet for a Sydney Delivery

Purpose

A Sydney delivery is one person, one van, one customer’s address — and no second chance to go back for a forgotten charger. The run sheet is the single page that driver works from: who they’re meeting, which bike, what’s been fitted, and what goes in the van. Every delivery gets one, written the day before, so the bike is prepped before the driver arrives and nothing is packed from memory.

This covers every delivery we drive ourselves in the Sydney metro area — a customer’s home, or a Sydney dealer taking stock. Bikes going to an interstate dealer travel by freight and follow the shipping process instead.

Procedure

1. Start from the last run sheet in projects/rolln/run-sheets/ and save it under the new customer’s name. Never edit an old one in place — you’ll lose the record of what went out last time.
2. Change every field, one at a time. The most common mistake is a leftover detail from the previous customer, and a stale VIN means the wrong bike leaves the warehouse. Work down the page and touch every line before you call it done.
3. Fill in the delivery date, the customer’s name, full address, mobile and email.
4. Set the delivery window. If the customer has given one, put their hours on the sheet. If they haven’t, write “To confirm” — never invent a window.
5. Fill in the unit table from the bike in the warehouse, not from an email thread or an order form: model, colour, VIN, motor number and production date. Read them off the unit and check them character by character. VINs are 17 characters and ours start SLFPA4NB — they never contain the letters I, O or Q.
6. Confirm that VIN is marked RAV-entered on the shipment’s VIN list. If it isn’t, stop — the bike cannot be supplied to a customer until it’s on the Register of Approved Vehicles. See Batch Entering VINs on the RAV.
7. List the prep steps that have to be finished before the bike leaves: lock box installed, mirrors installed, bike fully charged, handover items packed, delivery docket printed for the customer to sign. Add anything else this customer ordered — a top box, a second battery, an accessory fitted.
8. List the handover items that go with the bike. The standard set is 2 x lock box keys, 2 x moped keys, 1 x battery, 1 x charger, 1 x ROLL’N bag. Change the quantities if the customer bought extras — a dual-battery order means two batteries on the sheet.
9. Check where the registration and number plates are going. If they’re being posted somewhere other than the delivery address, put that address on the run sheet as a note so the driver can tell the customer at handover. Don’t assume the plates travel with the bike.
10. Add any access notes: apartment block, gated parking, tight driveway, “call on arrival”. The driver is often not the person who took the booking.
11. Write the confirmation message at the bottom of the sheet, ready to copy and paste — delivery day, address, the time window, and that you’ll call on arrival.
12. Send that message to the customer the day before and lock in a time.
13. Save the sheet as a Word document in projects/rolln/run-sheets/, named RUN SHEET - <day and date> - <customer name>.docx. Black and white only, like all our printed documents.
14. Print it and give it to whoever is driving. The tick boxes get ticked as the bike is prepped, not afterwards from memory.
15. After the delivery, file the signed handover docket with the customer’s order.

Responsibilities

Who	Does what
Whoever books the delivery	Writes the run sheet the day before and sends the customer the confirmation message
Workshop	Fits the lock box and mirrors, charges the bike, packs the handover items, ticks the boxes
Driver	Takes the printed sheet, checks the VIN on the bike matches the sheet before loading, gets the docket signed
Whoever releases stock	Confirms the unit is marked RAV-entered before it leaves the warehouse

Notes

• The VIN is the check that matters. Everything else on the sheet is convenience; the VIN is what stops the wrong bike going to the wrong customer. Check it against the bike when the sheet is written, and again when the bike is loaded.
• One run sheet per bike. Two deliveries on the same day means two sheets, even if it’s the same driver and the same run.
• Keep the sheet to one page. If it doesn’t fit on a page it won’t get read in a driveway.
• Don’t put the customer’s payment details, licence or any card information on the run sheet. It’s a document that gets printed, carried around and handed between people.
• Sheets stay in projects/rolln/run-sheets/ after the delivery — they’re the record of what was fitted and what was handed over, which is the first thing we check if a customer later says a charger or a second key never arrived.
• Sydney dealer deliveries. Scooter Central (551 Pittwater Rd, Brookvale NSW 2100) is inside the Sydney metro run, so their stock is driven out on a run sheet rather than freighted. Use the same sheet with the shop as the delivery address and the dealer’s contact in place of the customer. Confirm the handover items with the dealer first — a stock delivery may not take the same set as a customer’s bike. Dealer contacts are in the Dealer Directory.
• Related: Batch Entering VINs on the RAV (a unit must be RAV-entered before it can be supplied to anyone).