The end-of-day report tells tomorrow’s dispatcher what today actually looked like. It does not need to be long. It does need to be filled in the same way every night, by the same person, from the station’s own records.
Below is what to cover, why each item matters, and a template you can copy.
Routes completed and returned
Start with the plain numbers: routes planned, routes dispatched and routes completed. For each route, record the driver, the vehicle, the time out and the time back.
Note any route that came back unfinished, with the number of stops or packages left. That is easier to write down that evening than to rebuild days later.
Pull these numbers from the station’s own records, such as route sheets and the scan summary, not from what drivers remember. If a number looks off, flag it in the report instead of quietly adjusting it.
Rescues and late returns
For every rescue, record who gave help and who received it, how many stops or packages moved, what time it was requested and the reason. Typical reasons are volume, a late start, a vehicle problem, a driver who went home sick, or an access problem. Use a short fixed list of reasons so they can be counted later.
Rescue records also back up your weekly invoice check, so write them down while they are fresh.
For late returns, record the route, the planned return time, the actual return time and the cause. Patterns in late returns can point to route design or loading, not only to a driver.
Vehicle issues and driver incidents
For vehicles, record any defect reported, whether the pre-trip and post-trip inspections were completed, and whether the vehicle was pulled from service. Note whether a repair ticket was opened and who owns it.
For driver incidents, record the type (collision, near miss, injury, property damage, customer complaint or safety concern), the time, the location, who was told and whether photos were taken. Write facts only. Leave blame and guesses for the follow-up.
Packages returned and notes for tomorrow
Record how many packages came back and why, using a short fixed list such as no access, customer unavailable, damaged, address problem or ran out of time. Record who received them at the station and whether the scans were reconciled.
Then add the notes that help tomorrow’s planning: drivers who called out or are unavailable, vans out of service, routes or addresses to watch, coaching conversations due, and anything the next shift must do first.
Write each note as an action with an owner and a time. "Van 12 is in the shop, confirm status by 6 a.m." is a note someone can act on. "Van trouble" is not.
A template you can copy
Use one row per item. Adjust the wording to match your own station.
| Item | What to record | Why it matters |
|---|---|---|
| Routes | Planned, dispatched and completed counts; unfinished stops or packages | Shows whether the day matched the plan |
| Route detail | Driver, vehicle, time out, time back | Supports payroll and invoice checks |
| Rescues | Giver, receiver, count, time requested, reason | Backs up billing and shows where routes run heavy |
| Late returns | Route, planned and actual return time, cause | Reveals patterns in loading, routing or traffic |
| Vehicle issues | Defect, inspections done, out of service, repair ticket | Keeps unsafe vans off the road and repairs on record |
| Driver incidents | Type, time, location, who was told, photos | Creates a same-day record for safety and insurance follow-up |
| Packages returned | Count, reason codes, who received them, scans reconciled | Tracks delivery problems and helps prevent loss |
| Notes for tomorrow | Call-outs, vans down, problem addresses, coaching due | Gives the next dispatcher a head start |
Making it a habit
Fill the report in as the day goes, not from memory at the end. A running note on each route takes seconds and is far more accurate.
Keep it to one page. A report that can be read in two minutes is more likely to be read before the morning meeting.
- Pick a set time for the report to be finished and sent.
- Use the same reason lists every night so the counts mean something.
- Save each report in a folder named by date.
- Once a week, read the last five reports together and look for repeats.
Dispatch and operations support, including daily reporting, is the kind of work DSP Hub Ops handles for fleets. You can read more about dispatch and station support.