Specify what must be delivered
Describe the food, quantities and intended use. State whether substitutions are acceptable and who must approve them. A quote should make clear what is included rather than relying on a photograph of a mixed pallet.
- Units per case and cases per pallet.
- Net food quantity and usable portions.
- Ingredients, allergens and dietary requirements.
- Minimum remaining shelf life on arrival.
- Lead time, VAT treatment and delivery charges.
Compare the delivered cost
Divide the total delivered price by the quantity you can use. Include any separately quoted transport or handling charges. A lower case price can be less attractive once delivery and unsuitable portions are accounted for.
Check the route from vehicle to storage
Tell the supplier about vehicle restrictions, booking slots, steps, narrow doors and lack of unloading equipment. Confirm whether delivery is kerbside, to a loading bay or another agreed point. Do not assume an upstairs delivery or pallet movement inside the building is included.
Agree the receiving process
Have someone available to count the delivery and inspect visible condition where practical. Record discrepancies and photograph damage, then contact the supplier promptly. Keep the order confirmation and batch records. Follow the agreed reporting process without assuming a signature removes rights relating to faults found later.
Sources and further reading
Product instructions and current local emergency advice take priority over general planning guidance.
Explore the relevant supplies
Ordering for a team? Send your headcount, duration and delivery postcode.
