Dispatch clerk duties centre on getting the right goods onto the right vehicle with the right paperwork. The role sits at the point where warehouse stock becomes a customer delivery, which makes accuracy and timing critical. This page covers what a dispatch clerk does day to day, the responsibilities employers expect, the skills required, and how to write these duties on a CV or job description.
What Does a Dispatch Clerk Do?
A dispatch clerk coordinates the outbound side of a warehouse or distribution centre. They receive customer orders or picking instructions, confirm that picked stock matches the order, prepare the accompanying documentation, and release loads to drivers. They also record what left the premises and follow up on anything that did not.
The role is administrative but operationally embedded: dispatch clerks work alongside pickers, forklift operators, drivers and the sales or customer service team. Errors at this point produce short deliveries, credit notes and stock variances, so the position carries more control responsibility than the job title suggests. For related administrative work in the same environment see logistics admin duties.
Key Dispatch Clerk Duties and Responsibilities
- Receiving and reviewing customer orders, picking slips and dispatch instructions.
- Verifying picked stock against the order before loading.
- Preparing delivery notes, waybills and any required export or transfer documentation.
- Allocating loads to vehicles and routes in line with delivery schedules.
- Booking and confirming collections with couriers or transport providers.
- Capturing dispatch transactions on the warehouse or ERP system.
- Recording batch, serial or lot numbers where traceability is required.
- Managing proof of delivery returns and filing them for reference.
- Investigating short deliveries, damages and customer delivery queries.
- Coordinating with drivers on departure times, route order and special instructions.
- Maintaining dispatch registers and daily outbound reporting.
- Escalating stock shortages that will prevent an order being fulfilled.
Daily Dispatch Clerk Duties
- Printing and distributing the day’s picking slips and dispatch schedule.
- Checking picked orders against documentation before they are loaded.
- Preparing and issuing delivery notes and waybills to drivers.
- Confirming vehicle departures and recording dispatch times.
- Liaising with couriers on collections and tracking references.
- Capturing dispatch transactions and closing completed orders on the system.
- Filing returned proof of delivery documents and chasing outstanding ones.
- Responding to internal and customer queries about delivery status.
- Compiling the daily dispatch summary for the supervisor or manager.
Dispatch Clerk Skills and Requirements
- Matric or an equivalent qualification, with logistics training an advantage.
- Experience in a warehouse, distribution or dispatch environment.
- Working knowledge of warehouse management or ERP systems.
- Strong numeracy and accuracy when checking quantities and documentation.
- Computer literacy, particularly spreadsheets and order-processing software.
- Understanding of stock control principles and traceability requirements.
- Ability to work under pressure against fixed cut-off times.
- Clear communication with drivers, pickers and customer-facing colleagues.
- Organised approach to filing and record keeping.
- Attention to detail, since a small documentation error becomes a customer claim.
Dispatch Clerk Duties for a CV
Dispatch CV bullets work best when they show volume, accuracy and the systems used. Employers want evidence that you can handle throughput without generating errors.
- Processed and dispatched an average of eighty outbound orders daily against fixed cut-off times.
- Verified picked stock against orders, reducing short-delivery claims through pre-load checking.
- Prepared delivery notes and waybills for a fleet of six vehicles on multi-drop routes.
- Captured dispatch transactions on SAP and reconciled daily outbound movements.
- Managed proof of delivery returns and followed up outstanding documents with drivers.
- Investigated delivery discrepancies and resolved customer queries within agreed turnaround times.
Dispatch Clerk Job Description Template
When advertising, state the shift pattern and daily order volume, since these define the pace of the role. Name the warehouse or ERP system in use, as system familiarity is a common screening criterion.
Be clear about whether the clerk is expected to assist physically with loading, whether the role includes courier booking and tracking, and whether it carries any stock-count responsibility. Specify the reporting line and the cut-off times the role must work to, so applicants understand the pressure involved.
FAQs
What are the main dispatch clerk duties?
The main duties are reviewing orders and picking slips, verifying picked stock against orders, preparing delivery notes and waybills, allocating loads to vehicles, capturing dispatch transactions on the system, managing proof of delivery returns and investigating delivery discrepancies.
What are examples of dispatch clerk duties?
Examples include checking a picked order against the delivery note before loading, issuing waybills to drivers and recording departure times, booking a courier collection and passing the tracking reference to the customer, and following up an outstanding proof of delivery with a driver.
How do dispatch clerk duties differ by workplace or seniority?
In smaller operations the dispatch clerk may also pick stock, book transport and handle customer calls. In larger distribution centres the role is narrower and more system-driven, with dedicated planning and customer service functions. Senior clerks often take on reporting, discrepancy investigation and supervision of junior staff.
How should dispatch clerk duties be written in a job description or CV?
On a CV, show daily order volume, the systems used and evidence of accuracy such as reduced short deliveries. In a job description, state shift pattern, order volume, the ERP or warehouse system, and whether physical loading assistance forms part of the role.
Which related duties page should I read next?
For the wider administrative side of this environment, read logistics admin duties. For other roles in the cluster, browse General Worker Logistics Duties.