Summary
In short
- A despatch record is a record used in KnowQuality that records what product left, when, on which vehicle and to which customer. It is built against ISO 22005 and forms part of the Traceability and Recall programme.
- Completed at loading. Carried out by despatch.
- The template holds 37 fields across 4 sections, with load contents repeating for each entry.
- ISO is international Organization for Standardization. A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
- It connects to the rest of the library: links Traceability, Customer.
What it is
What it is
What is a despatch record?
A despatch record is a record used in KnowQuality that records what product left, when, on which vehicle and to which customer. It is built against ISO 22005 and forms part of the Traceability and Recall programme.
When is a despatch record completed?
A despatch record is completed at the moment the event happens, rather than reconstructed afterwards. Completed at loading.
When to use it
When to use it, and when not to
This record is one step in a larger programme. Using it for work that belongs to a neighbouring template produces records that are hard to report on later.
Use it for
- The event or activity this record covers has occurred, or is about to
- A new record is needed; each one gets its own ID in the form DESP-2026-000
- You are running the Traceability and Recall programme and this is one of its steps
- A linked record needs this one to exist: links traceability, customer
Not for
- Batch Traceability Record, which links raw materials to finished product batches and on to customers.
- Lot Coding Verification, which confirms the lot or date code printed on product is correct and readable.
- Trace Exercise Record, which records a practice trace on a selected batch, forward and backward, outside of a mock recall.
- Anything outside KnowQuality, which belongs in the workspace that owns that process
Standards
What it is built against
ISOInternational Organization for Standardization
A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
FAQ
Frequently asked questions
What is the despatch record template based on?+
It is built against ISO 22005. ISO is international Organization for Standardization. A voluntary international standard. Widely adopted, often required by customers, and certifiable where a management system standard.
What sections does the despatch record contain?+
There are 4 sections: header, load contents, vehicle checks, documentation. Together they hold 37 fields, 27 of which are required.
How often is a despatch record raised?+
A new record is raised at the moment the event happens, rather than reconstructed afterwards. Each one is given an ID in the form DESP-2026-000, so it can be traced and referenced from other records.
Which programme does the despatch record belong to?+
It is part of Traceability and Recall. A mock recall completed inside the target, with the gaps found before a real one.
Can the despatch record template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to other templates come with it. Most teams install it as it is, run it for a cycle, then adjust.
The agents
What the agents do with it
The form is the easy part. Keeping it current, routing it to the right owner and holding the evidence together is the work that actually slips.
Holds the despatch record library against your registers, routes each record to its owner, and keeps the evidence trail together.
Coordinates the crew, rolls completion and exceptions into one view, and holds every write for your approval before it touches a record.
This template lives in KnowQuality — quality and food safety. HACCP, nonconformance, traceability, laboratory and customer complaints.
Sources
Sources
- ISO — International Organization for Standardization