- Owner
- Logistics Planner
- Effective date
- September 15, 2026
- Review cycle
- Every 12 months
1.Purpose
To build delivery routes that meet customer time windows, use vehicle capacity efficiently, and give drivers a realistic and safe schedule for the day.
2.Scope
Applies to planning routes for a fleet of delivery vehicles before dispatch. Real-time dispatch tracking and last-mile delivery execution are covered by separate SOPs.
Definitions
- Time window
- The agreed range of time a delivery must arrive within at a customer location.
- Route density
- How closely packed delivery stops are within a route, affecting drive time between stops.
- Vehicle capacity
- The maximum weight, volume or pallet count a delivery vehicle can carry safely and legally.
- Route optimization software
- Software that calculates efficient stop sequences based on location, time windows and vehicle constraints.
3.Responsibilities
- Logistics Planner
- Builds and adjusts daily routes, balancing stop count, capacity and time windows.
- Fleet Manager
- Confirms vehicle and driver availability and approves route plans for the day.
- Driver
- Reviews the assigned route, reports impractical sequencing, and follows the planned stop order.
- Customer Service Representative
- Communicates confirmed delivery windows to customers and flags special requests to planning.
RACI matrix
| Activity | Logistics Planner | Fleet Manager | Driver | Customer Service Representative |
|---|---|---|---|---|
| Collect orders for the day | R/A | I | - | C |
| Build stop sequence | R/A | C | I | - |
| Check vehicle capacity fit | R | A | C | - |
| Approve final route plan | R | R/A | I | - |
| Adjust route for a same-day change | R/A | I | C | C |
R = Responsible, A = Accountable, C = Consulted, I = Informed
4.Materials and PPE
Materials, tools and systems
- →Route optimization software
- →Order and delivery address list
- →Vehicle capacity and equipment reference sheet
- →Customer time window list
- →Traffic and road closure information
- →Route plan printout or driver app
5.Procedure
- 5.1
Collect confirmed orders
Logistics PlannerPull the list of orders confirmed for delivery, including address, requested time window, weight or volume, and any special handling notes.
- 5.2
Confirm vehicle and driver availability
Fleet ManagerCheck which vehicles and drivers are available for the day, including their capacity, equipment such as a liftgate, and scheduled hours.
- 5.3
Group orders by zone
Logistics PlannerGroup delivery addresses into geographic zones or clusters to reduce backtracking, using the route optimization software's default clustering as a starting point.
- 5.4
Sequence stops within each route
Logistics PlannerSequence stops within each zone to minimize drive time while respecting each customer's time window, placing tightest windows in their required position first.
Checkpoint: Every stop with a fixed time window is positioned in the sequence so it can realistically be reached within that window.
- 5.5
Check vehicle capacity against the load
Logistics PlannerTotal the weight, volume or pallet count for each route and confirm it does not exceed the assigned vehicle's rated capacity, adjusting stop assignments if it does.
Warning: Never assign more weight or volume to a route than the vehicle's rated capacity allows, even to avoid adding an extra route.
- 5.6
Account for known road conditions
Logistics PlannerCheck for known road closures, low bridges, weight-restricted roads or construction along the route and adjust the path or stop order to avoid them.
- 5.7
Build in realistic stop time and breaks
Logistics PlannerAdd realistic time per stop for parking, unloading and paperwork, and schedule required driver rest breaks within the route timeline.
- 5.8
Review and approve the route plan
Fleet ManagerReview the full day's routes for balance across drivers and vehicles, and approve the plan before it is sent to drivers.
Checkpoint: The fleet manager approves each day's route plan before it is released to drivers.
- 5.9
Distribute routes to drivers
Logistics PlannerSend the finalized route, including stop sequence, addresses, time windows and special notes, to each driver's app or printed route sheet before their shift starts.
- 5.10
Confirm the route is workable
DriverReview the assigned route before departure and report to the planner any stop that looks impractical, such as a wrong address or an unrealistic time gap.
- 5.11
Adjust for same-day changes
Logistics PlannerWhen a new urgent order, cancellation or address change comes in during the day, re-sequence the affected route and notify the driver and customer service of the update.
- 5.12
Review route performance after completion
Logistics PlannerCompare planned versus actual stop times and drive time after routes are completed, and use the results to refine future time-per-stop assumptions.
6.Quality checks
- →Every route stays within the assigned vehicle's rated capacity.
- →Fixed time window stops are sequenced so they are realistically reachable.
- →Fleet manager approves the route plan before it reaches drivers.
- →Planned versus actual stop times are reviewed after each route to improve future planning.
7.Records
- →Daily route plans
- →Vehicle capacity and assignment log
- →Same-day route adjustment log
- →Planned versus actual route performance report
8.KPIs
- →Percentage of stops delivered within their time window
- →Average stops per route per day
- →Vehicle capacity utilization rate
- →Miles or drive time per stop
9.Common mistakes
- →Sequencing stops purely by shortest distance without checking time windows.
- →Overloading a route's capacity to avoid scheduling an extra vehicle.
- →Not building in realistic time per stop, leading to routes that fall behind by midday.
- →Sending a route to a driver without fleet manager approval.
10.Revision history
| Revision | Date | Description | Reviewed by |
|---|---|---|---|
| 1.0 | September 15, 2026 | Initial release | Ilia Pirozhenko |
This is a template. Adapt it to your organization, equipment and local regulations before use.
