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Recipient management: drop locations, authorisations and confirmations
Clear rules for safe drops, authorisations and digital confirmations. Practical steps for Swiss companies to manage deliveries reliably.
Quick answer
Good recipient management sets rules for where parcels can be left, who may accept them, and how receipt is recorded. For Swiss companies we recommend written drop instructions, formal authorisations for substitutes and digital delivery confirmations with timestamp and photo.
Why recipient management matters
Missing rules cause lost parcels, liability gaps and avoidable work. Standardised drop and authorisation rules reduce risk. Organisations in Zurich, Geneva or Basel gain clarity and faster problem resolution.
Secure drop location options
Define allowed drops: manned reception desk, locked parcel room, secured locker or recipient's office. Record each allowed location in your shipping profile. Mark exceptions such as high-value or confidential items that must never be left unattended.
Authorisations and substitutes
Keep an official authorisation list with name, role and validity period. Decide which shipment types require an authorisation (for example high-value or signature-required items). Store authorisations securely and share a controlled copy with your courier partners.
Digital delivery confirmations: what to capture
Digital confirmations should include a timestamp, recipient name, and ideally a photo of the delivered item. Useful metadata are delivery time, who accepted or where it was left, and whether it matches the authorised drop area. These records simplify audits and dispute handling.
Define internal processes and responsibilities
Assign roles: logistics owner, reception staff and sender contact. Set escalation steps for unclear deliveries. Train staff to check authorisations and recognise approved drop locations. Use checklists for critical or high-value shipments.
Working with external courier services
Communicate your drop rules and authorisation lists in the courier's shipping profile. Request electronic delivery confirmations and integrate them into your systems. This keeps deliveries in Swiss cities like Lausanne or St. Gallen traceable and auditable.
Frequently asked questions
Can a courier leave a parcel at the door?
Only if your drop instructions explicitly allow it. For high-value or confidential items, do not permit unattended drops.
How do I verify an authorisation?
Check name, role and validity period against your official list or database. Consider an on-site ID check for additional assurance.
What should a digital confirmation include?
At minimum: delivery time, recipient name and a photo or note of the drop location. Optional: GPS data for extra verification.
How long should I keep delivery confirmations?
Keep records according to your internal policies and compliance needs. Retain them for at least the time needed for claims and audits.