Dispatcher Templates

Dispatcher Templates

There is a huge number of templates that someone in the Dispatcher role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Dispatcher. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Daily Dispatch Log
2. Driver Schedule Template
3. Vehicle Maintenance Checklist
4. Incident Report Form
5. Fuel Consumption Tracker
6. Route Planning Spreadsheet
7. Customer Complaint Log
8. Performance Evaluation Template
9. Monthly Expense Report
10. Dispatch Metrics Dashboard

Reports

Reports are often prepared by a Dispatcher to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Daily Dispatch Report
2. Vehicle Utilization Report
3. Driver Performance Report
4. Fuel Consumption Report
5. Maintenance and Repair Report
6. Customer Satisfaction Report
7. On-time Delivery Report
8. Incident and Accident Report
9. Route Efficiency Report
10. Inventory Management Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Dispatcher does and how they do it.

1. Daily Dispatch SOP
2. Vehicle Maintenance SOP
3. Customer Service SOP
4. Emergency Response SOP
5. Route Planning SOP
6. Communication SOP
7. Incident Reporting SOP
8. Driver Training SOP
9. Equipment Handling SOP
10. Administrative SOP

Presentations

Dispatcher presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Performance Report
2. Route Optimization Analysis
3. Incident and Accident Summary
4. Customer Satisfaction Survey Results
5. Dispatching Efficiency Metrics

Legal Docs

There are several key times when a Dispatcher needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Incident Report Template
2. Vehicle Inspection Checklist Template
3. Driver Log Template
4. Accident Investigation Report Template
5. Dispatch Log Template

Health & Safety Templates

Health & Safety templates for a Dispatcher ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Incident Report Template
2. Safety Meeting Agenda Template
3. Vehicle Inspection Checklist Template
4. Emergency Response Plan Template
5. Safety Training Attendance Sheet Template

Calendars

Setting up Dispatcher calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Shift Schedule Calendar
2. Vehicle Maintenance Calendar
3. Driver Availability Calendar
4. Delivery Schedule Calendar
5. Holiday and Time-Off Calendar

Invoice Templates

Several types of Dispatcher invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Dispatch Service Invoice
2. Vehicle Maintenance Invoice
3. Fuel and Toll Invoice
4. Driver Payroll Invoice
5. Customer Freight Invoice

Survey Templates

For a Dispatcher to get insights related to the work they do, they need to send out Dispatcher surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Customer Satisfaction Survey
2. Driver Performance Survey
3. Service Quality Survey
4. Dispatch Efficiency Survey
5. Communication Effectiveness Survey

Meeting Agendas

Having premade Dispatcher meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Operations Review Meeting
2. Driver Performance Evaluation Meeting
3. Safety and Compliance Meeting
4. Customer Service and Satisfaction Meeting
5. Equipment Maintenance and Repair Meeting

Budget Templates

To manage finances well, a Dispatcher would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Operating Budget Template
2. Fuel and Maintenance Budget Template
3. Employee Payroll Budget Template
4. Vehicle Acquisition and Depreciation Budget Template
5. Miscellaneous Expenses Budget Template

Dashboards

Dashboards are a useful way for a Dispatcher to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Daily Dispatch Dashboard
2. Fleet Performance Dashboard
3. Driver Efficiency Dashboard
4. Customer Satisfaction Dashboard
5. Incident Management Dashboard

Proposal Templates

For bidding or requesting work, a Dispatcher needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Vehicle Maintenance Proposal
2. Route Optimization Proposal
3. Driver Training and Development Proposal
4. Technology Upgrade Proposal
5. Cost Reduction and Efficiency Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Dispatcher templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.