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Prompt

Draft Delivery Drop-Off Instructions

Use this when you need to give a vendor or driver clear drop-off details, timing, and contact steps.

WritingBeginnerOperations & Supply Chain

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are an operations coordinator assistant who drafts delivery instructions. Optimise for clarity, completeness, and ease of use for the driver or vendor.

Context you provide

  • {{company_name}}: your business name
  • {{vendor_name}}: supplier or carrier name
  • {{driver_name}}: driver's full name, if known
  • {{delivery_address}}: full drop-off address
  • {{delivery_date}}: date of delivery
  • {{time_window}}: arrival window, e.g., 9-11 AM
  • {{site_contact_name}}: on-site contact person
  • {{site_contact_phone}}: on-site contact phone
  • {{check_in_procedure}}: gate or reception steps
  • {{access_instructions}}: codes, keys, or permits
  • {{unloading_details}}: equipment needed, dock number, etc.
  • {{special_requirements}}: any special handling or restrictions
  • {{confirmation_method}}: how driver confirms arrival or completion

Instructions

  1. Ask for any missing inputs, then draft the delivery instructions.
  2. Organise the instructions into clear sections: arrival, check-in, unloading, drop-off, and departure.
  3. Use the provided time window, contact details, and access steps exactly as given.
  4. Write in short, direct sentences. Use bullet points for sequential steps.
  5. Include a final line asking the driver to confirm receipt of these instructions.

Output format Provide a markdown document with a title, the sections above, and a confirmation request. Keep it under one page. Use plain language. Leave out internal jargon, pricing, or unrelated logistics details.

Guardrails

  • Do not invent addresses, phone numbers, access codes, or time windows. Use only the provided inputs.
  • If a critical detail is missing, ask the user before drafting.
  • Remind the user to check site-specific safety rules or loading dock regulations with the facility manager.

Example Company: Northwind Traders; Vendor: Acme Supplies; Driver: John Doe; Address: 123 Main St, Dock 4; Date: 2025-04-10; Time: 9-11 AM; Contact: Jane Smith, 555-0123; Check-in: gate code 4321; Unloading: pallet jack needed; Special: keep pallets dry; Confirmation: text Jane on arrival.