Name the decision roles
Identify the seller’s authorized transaction contact, the site-access coordinator and the person responsible for release from service. Add the buyer’s scheduling contact and the selected removal provider when known. The same person may cover several roles, but write the responsibilities down rather than assuming authority from a job title.
Separate coordination from technical authority
State who can approve schedule changes and who can approve changes to the agreed work. Identify the qualified provider responsible for technical planning. A receptionist or security guard may arrange entry without having authority to release equipment or authorize extra work. Avoid leaving those decisions to whoever happens to answer the phone.
Add availability and escalation
Record normal contact hours, time zone and an authorized backup for the collection window. Include the equipment references and scheduled visit date on the sheet. Set a simple escalation path for late arrival, access failure or a mismatch in the pickup inventory so the crew knows whom to contact before proceeding.
Share the minimum useful version
Keep personal details and access instructions within the agreed pickup group. Broad bid packages can use roles and general coordination notes instead. Review the contact sheet shortly before collection, especially during a facility closure or staff transition. Retire obsolete copies so an earlier project contact does not remain the default.