How to book your first UK retailer DC delivery
Ask the retailer to confirm supplier onboarding, booking access and the receiving depot. Agree who submits the booking, match purchase-order references to the actual load, and obtain written appointment confirmation before dispatch. Share it with the haulier. Agree factory packing and shipment preparation with Cambridge China Bridge.
Get the retailer's booking instructions
Ask your retail buying contact to introduce the supplier-onboarding and distribution-centre contacts. Request the current delivery instructions for your product category and receiving depot. Ask which supplier records, product records and trading details need approval before a booking can be submitted. Keep the retailer's answers with your order file.
Ask whether booking uses a portal, email or the haulier's account. If a portal is used, request an invitation for the person who will book, check their supplier and depot permissions, and test access before arranging collection. Our first China order checklist covers the earlier purchasing and shipment preparation.
Check the retailer's purchase-order references
Use the retailer's purchase-order reference, rather than assuming your factory order or invoice reference will work. Ask the receiving team to confirm that the order is available for booking against the intended depot. Resolve a missing, closed or incorrect reference with the retailer before submitting the request.
Match each order reference to the product codes and quantities actually being delivered. Ask how to handle partial deliveries, mixed orders and outstanding balances. If an advance shipment notice is requested, confirm who submits it and how its reference connects to the booking and delivery note.
Prepare the actual load details
Prepare a booking sheet showing the supplier account, receiving depot, purchase-order references, product quantities, carton and pallet counts, load dimensions and gross weight. Include the haulier, vehicle type, proposed arrival date and any unloading needs. Ask which fields the retailer needs and which details can be updated later; replace estimates with checked loading information.
Confirm whether the depot can receive your proposed container, palletised vehicle or loose cartons. Ask about pallet specifications, labels, mixed-product arrangements and delivery paperwork before the factory finishes packing. Use our retailer pallet preparation guide for packing questions and container delivery handoffs guide for transport coordination.
Name the booking owner and agree unloading
Agree in writing whether the buyer, supplier, forwarder or haulier submits and manages the appointment. Name the contact who monitors acceptance, corrects references and changes or cancels the booking. Ask about delegated portal access rather than sharing passwords. Include booking administration and any agreed rebooking costs in the transport instructions.
HSE guidance says companies involved should agree loading and unloading arrangements in advance. Ask the depot and haulier who unloads, what equipment is available and where the driver waits. Pass the agreed site instructions to the carrier alongside the appointment details.
Get written confirmation before dispatch
Treat the appointment as ready for dispatch only when you hold the retailer's written acceptance or a portal record showing confirmation. Check the booking reference, depot address, arrival date and time, linked orders and accepted load details. Save the confirmation and send it with the delivery note and site instructions to the haulier.
Before collection, reconcile the confirmation with the actual load and the haulier's arrival plan. If customs release, transport availability or quantities change, ask the booking owner to obtain an amendment or replacement confirmation. After arrival, retain the receipt and record shortages or refusals against the relevant order.
Frequently asked questions
Who books delivery into a retailer's distribution centre?
Ask the retailer which party can book, then name the buyer, supplier, forwarder or haulier responsible for submitting, monitoring and changing the appointment.
What if my purchase order does not appear in the portal?
Check the retailer's order reference, supplier account and receiving depot with its buying or receiving team. Ask them to resolve the mismatch before requesting a slot.
Can I dispatch after requesting a delivery slot?
Wait for written acceptance or a confirmed portal record. Give the haulier the accepted appointment, linked order references and site instructions before collection.
What if my load changes after the booking is confirmed?
Send the changed quantities, pallet count or vehicle details to the booking owner. Ask whether the retailer needs an amendment or a new booking, and retain the updated confirmation.