Dispatch & Transport Procedure

Control dispatch from loading through to delivery

Dispatch and transport controls are designed to maintain product integrity from the point of loading through to delivery. The procedure requires product handling, environmental conditions and pre-dispatch checks to be controlled so that loading and transport do not compromise product safety or quality.

Loading and Dispatch Operatives apply the defined controls in practice, including minimising exposure where temperature conditions must be preserved, using covered loading or unloading bays where exposure risk exists, securing loads on pallets against movement and damage, and checking load condition, security and integrity before release.

Operations Management authorises dispatch only after the applicable load condition, security and transport requirements have been confirmed. Where a load does not conform, it is withheld from dispatch and managed through the separate Non-Conforming Product Control Procedure.

Inspect vehicles and containers against defined acceptance criteria

Before use, vehicles and containers are assessed for fitness for purpose. The procedure requires checks for cleanliness, visible contamination, strong odours that could taint product, physical condition and the ability of temperature-controlled equipment to maintain the required conditions throughout transport.

Operations Management controls approval of vehicles and containers for use, while Loading and Dispatch Operatives carry out the pre-loading checks. Unsuitable or damaged units are rejected or removed from service until acceptable condition is restored, and pre-dispatch inspections are recorded to show acceptance or rejection decisions.

Maintain temperature-controlled transport with monitoring evidence

Where temperature-controlled transport is required, the procedure requires the transport system to be capable of maintaining product temperature within specification under minimum and maximum load conditions. Operations Management confirms that capability before dispatch and releases the load only where it has been demonstrated.

Relevant consignments use time-and-temperature data logging, or an alternative monitoring system that records refrigeration-equipment performance at predetermined frequencies. Technical or Quality Management retains the resulting monitoring data as evidence that required transport conditions were maintained.

Plan mixed loads, product security and in-transit controls

Transport planning addresses load configuration and product security as well as the condition of the transport unit. Operations Management defines restrictions on mixed loads according to product compatibility and contamination risk, determining when mixed loading is permitted or prohibited.

The procedure also requires security controls during transit, including protection of loads when vehicles are parked or unattended. Operations Management confirms that the required security arrangements are in place before dispatch.

Define responsibility for control, verification and release

Technical or Quality Management establishes, maintains and verifies the dispatch and transport control system, defines controls for product safety, quality and security, reviews transport-related incidents and ensures that the records generated provide evidence of controlled conditions.

Operations Management implements dispatch, loading and transport controls, ensures that only suitable vehicles and containers are used, authorises compliant loads for dispatch and controls transport conditions. Loading and Dispatch Operatives inspect, load, secure and report deviations; Engineering Management maintains vehicle and loading-equipment maintenance systems; and Hygiene Operatives carry out defined cleaning before use.

Respond to breakdown, accident or refrigeration failure

The procedure contains a defined response where vehicle breakdown, accident or refrigeration-system failure may affect product during transport. The incident is reported without delay to Operations Management or another site-designated transport contact, who assesses the load status and transport conditions.

Where product safety, quality or security may be affected, Technical or Quality Management assesses product impact and determines any required containment, disposition or further action. Potentially affected product is controlled through the Non-Conforming Product Control Procedure, with transport-control failures addressed through the Corrective & Preventive Action Procedure.

Maintain and clean transport equipment

Vehicles and loading or unloading equipment are kept in a condition that supports suitable and hygienic transport. Engineering Management establishes and maintains the maintenance systems, while documented cleaning is carried out before use and overseen operationally.

Maintenance and cleaning activities are recorded so that the condition of equipment and the measures taken remain available as controlled evidence.

Control contracted transport through risk-based approval

Where transport is outsourced, contractors are approved as service suppliers through the separate Supplier & Raw Material Approval and Performance Monitoring Procedure. For contracted transport, Technical Management bases approval on a defined risk assessment and determines the level of assurance needed for the products and transport activities involved.

Approval is supported by recognised certification to an applicable GFSI-benchmarked standard, formal contract or terms and conditions, or a combination of these mechanisms. Where contractual arrangements are used, they must incorporate the applicable requirements for loading and transport conditions, vehicle and container suitability, temperature control, monitoring, maintenance, cleaning and response to breakdown, accident or refrigeration failure.

Technical Management reviews the contractual arrangements before approval to confirm that the applicable transport requirements have been incorporated, with approval confirmed by a demonstrably competent person.

Connect transport controls with the wider FSQMS

The procedure interfaces directly with record control, non-conforming product control, corrective and preventive action, supplier approval and training. These related procedures govern the supporting processes rather than being duplicated within the Dispatch & Transport Procedure.