Proof of Delivery (POD): Signatures, Photos & Delivery Audit Trail
Proof of delivery (POD) creates a reliable record that a stop was completed.
Done well, it reduces “missing delivery” disputes, improves customer support response time,
and gives operations teams a clear audit trail of what happened at every stop.
Proof of delivery combines stop status, timestamps, and confirmation details to reduce disputes and improve accountability.
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What is proof of delivery (POD)?#
Proof of delivery (POD) is confirmation that a delivery or service stop was completed.
POD can be lightweight (a “Completed” status) or more detailed (recipient + signature + photo + timestamps).
A strong POD record is not only “what happened” — it’s also when it happened and how the status changed over time (audit trail).
Why proof of delivery matters#
- Fewer disputes: resolve “not delivered” claims with clear evidence.
- Faster customer support: agents can answer “where is my delivery?” using status + timestamps.
- Operational accountability: track completion quality and recurring failure reasons.
- Better reporting: analyze on-time performance and completion rates by route/driver.
POD is most powerful when paired with real-time monitoring:
Live Dispatching and
Driver Tracking.
What to capture (POD checklist)#
The “right” POD fields depend on your business, but these are the most common:
| POD field |
Why it helps |
Common use cases |
| Stop status (Completed / Failed) |
Clear outcome for every stop |
All delivery and field operations |
| Completion timestamp |
Proves when the stop was completed |
On-time performance, customer support |
| Status history (audit trail) |
Shows changes over time (attempted → completed) |
Disputes, compliance, accountability |
| Recipient / notes |
Adds context (“left at front desk”) |
B2B drops, gated deliveries |
| Signature / photo proof |
Stronger confirmation when needed |
High-value items, regulated deliveries |
If your team bulk-loads stops daily, make sure your spreadsheet includes the fields you care about:
Import Stops from Excel.
How POD works in a dispatch workflow#
- Plan routes in the route optimizer.
- Dispatch routes to drivers.
- Drivers update stop status as they complete stops.
- Dispatchers monitor progress and exceptions in real time.
- After the route, use completion history for support and reporting.
Related: Live Dispatching.
How POD reduces disputes (real-world examples)#
Example 1: “We never received it.”
A POD record with completion time + notes (“Delivered to receiving dock”) resolves disputes quickly.
Example 2: “Driver never showed up.”
Status history and timestamps show whether the stop was attempted, delayed, or failed — and why.
Example 3: “Wrong location.”
Adding confirmation details helps identify systemic issues (bad address data, incorrect stop notes, or route planning errors).
Best practices#
Standardize statuses across the team
Use consistent completion states (Completed / Failed / Attempted) so reporting is meaningful.
Require extra confirmation only when needed
High-value or regulated deliveries may need stronger proof; for low-risk stops, status + timestamp may be enough.
Use POD data to improve routing
Late stops and frequent failures can indicate unrealistic schedules. Consider constraints like:
Time windows.
FAQ: Proof of Delivery#
What is proof of delivery (POD)?
POD is confirmation that a stop was completed. It often includes stop status, timestamps, recipient details,
notes, and sometimes signature or photo proof.
What should proof of delivery include?
At minimum: stop status + completion time. For stronger confirmation: recipient, notes,
and (when needed) signature/photo. A status history/audit trail helps resolve disputes.
How does POD help customer support?
Support can answer delivery questions faster using completion time, stop status, and any notes captured during delivery.