What information belongs on a job dispatch sheet?

A dispatch sheet should tell the crew where to go, what was agreed, what they need and what the office needs back. Keep it specific to the job and exclude unnecessary customer or financial information.

Explore the wider scheduling and dispatch guides for the steps around this decision.

Copyable job dispatch sheet

Field	Entry
Job and customer reference	[reference]
Work site and access contact	[verified details]
Date/arrival arrangement	[confirmed arrangement]
Assigned people and resources	[crew, van, equipment]
Accepted scope	[work and important exclusions]
Materials to take	[items and quantities]
Field evidence required	[notes, hours, relevant photos]
Exception contact	[responsible office/owner contact]
Completion handover	[what is finished and what remains]

Avoid placing a general customer note where the crew might read it as current instructions. Add dates to temporary arrangements.

Use it as a hand-off

In an illustrative project, the crew receives the accepted preparation and planting scope, specified materials and the site access arrangement. A customer request for additional clearance goes to the person authorised to price and approve it. The completion handover records the agreed work done and any outstanding decision.

Confirm that a changed booking updates the version the crew sees. A printout can become stale; a live app can also show an old record if users have not received or synced the change.

JobDiary’s crew views support focused field work. Check the actual fields and permissions in your account rather than assuming every dispatch-sheet field is a built-in screen. The method is useful whether the record is digital or a controlled paper copy.

Connect this to the next step

Continue with How to schedule jobs for two crews without double-booking. If the next issue is elsewhere in the workflow, use WhatsApp vs a shared job record for field crews.

See JobDiary crew scheduling to check how the product supports this work. Use the current product description and a trial to verify the fit for your business.