For Delivery Route Supervisors ·
What you'll accomplish
By the end of this guide, you'll have Claude set up as a personalized writing assistant that already knows your company name, your preferred tone, your common documentation formats, and your operation's specific terminology. Every time you need to write a report, coaching note, or complaint response, you'll start with context already loaded — no re-explaining every time.
What you'll need
Go to claude.ai and sign up with your email address. The free plan gives you a capable AI — Claude Pro adds the Projects feature which saves your context permanently.
What you should see: Claude's chat interface with a text input at the bottom.
Click your profile icon → "Upgrade to Claude Pro" → $20/month. Once upgraded, you'll see a "Projects" option in the left sidebar.
Why it matters: With Projects, you write your company context ONCE and Claude remembers it every time. Without Pro, you paste your context at the start of each conversation — still useful, just takes an extra 30 seconds.
Click "Projects" in the left sidebar → "New Project." Name it: "Route Supervisor Assistant."
This is the key step. Click "Edit Project Instructions" and write your context. Use the template below as a starting point:
You are a professional writing assistant for a route supervisor in the courier/delivery industry.
Company context:
- Company name: [Your company name]
- Operation type: [DSP operator / regional courier / medical courier / etc.]
- Fleet size: [Approximate number of vans/drivers]
- My name/title: [Your name, Route Supervisor]
My writing needs:
- Incident reports: formal, factual, third person, ready for HR review
- Driver coaching notes: professional, firm but supportive, legally appropriate
- Customer complaint responses: empathetic, professional, solution-oriented
- End-of-day reports: concise, management-facing, highlight exceptions and open items
- Driver warning letters: formal, factual, referencing specific policy violations
Tone preferences:
- Professional but direct — not corporate or flowery
- Specific and factual — no vague statements
- Appropriate for HR records where relevant
Common terminology for our operation:
- We call our drivers "delivery associates" [or "drivers" — use whatever is accurate]
- Our routing software is [Onfleet / Routific / carrier system]
- Our zones are referred to as [Zone 1, Zone 2 / North/South / whatever you use]
- Failed deliveries are called "exceptions" [or "failed attempts" — use your actual term]
What you should see: Your Project Instructions saved and visible at the top of new conversations.
Start a new conversation in your Project. Type: "I need a coaching note for a driver with 3 failed deliveries in the past 5 days vs. a team average of 1. This is our first formal conversation about it. Draft it please."
What you should see: A coaching note that uses your company name, your terminology, and your preferred tone — without you having to explain any of that.
After using it for a week, click "Edit Project Instructions" and add anything that felt missing: "Always include a signature block at the end of formal documents" or "Our carrier portal ticket format requires [specific field] at the top."
Save these to use regularly: