If not carefully managed, the order-to-delivery (OTD) process can easily become time-consuming—and frustrating. To assist you with making the process as smooth as possible, here’s a helpful checklist.
Created by Mike Albert’s Carly Prather, Director, Vehicle Coordination & Delivery, this checklist covers the critical elements of the OTD process. Prather recommends identifying someone to monitor progress from start to finish, as timelines are, by their nature, fluid and subject to change.
What is the initial delivery date ETA?
- Do you know where to access ETA updates for vehicle orders?
- How will updates to the timeline be communicated to all concerned parties (fleet manager, driver, etc.)
- What’s your plan if delivery is delayed? Have backup options been identified?
Where is the vehicle going to be picked up or delivered? Most units will be sent to a Delivering Dealer, but depending on upfitter and/or driver location, it may be delivered.
Who will pick up or serve as the delivery contact for the vehicle?
- Have they been instructed to do a thorough walkaround before accepting delivery? (The walk-around should include the vehicle's condition and verification of equipment and/or graphics.)
- Are they aware that they will likely have to sign a delivery receipt?
- Have they been notified that the vehicle will likely only have 1/4 a tank of fuel?
- Who’s receiving the new vehicle-ready notice? If not the driver, who will notify them?
Is the vehicle’s insurance up to date, and does the person accepting the vehicle have a current insurance card in their possession?
Is the person picking up the vehicle aware of registration procedures?
- Are you transferring plates from a returning lease vehicle or getting new ones? If transferring, plates may need to be removed from the returning unit and kept until new registration is received.
- Are regulatory inspections required, given the vehicle’s weight and location?
If a unit is being turned in at the time of new vehicle pickup, who will prep and clean the vehicle being returned?
Who will provide the driver instructions regarding fuel cards, licensing, and other relevant details?
If you need help managing your vehicle acquisition process, contact Mike Albert today.
