The truck shows up. You're expecting 40 yards. The driver hands you a ticket that says 40 yards. But when you start spreading, it becomes clear: this isn't 40 yards.
Short orders happen. Sometimes it's an honest mistake at the yard. Sometimes it's not. Either way, you're standing on a job site with less material than you paid for, and you need to figure out what to do about it.
Confirm the Shortage Before You Accept Delivery
This is the critical moment. Once the truck leaves, your leverage drops significantly. Before you sign anything:
Count the loads if possible. If it's a volumetric truck, check the ticket against what you actually see delivered. For walking floor trailers or dumps, this is harder, but you can still eyeball a pile and know if 40 yards looks like 40 yards.
Measure the pile immediately. Length times width times height, converted to cubic yards. It won't be exact because piles aren't perfect rectangles, but you can get close enough to know if you're 20% short.
Take photos. Measure tape in the frame, pile from multiple angles, the delivery ticket clearly visible. This documentation happens now, not after you've spread half of it.
Note the time. Your measurement needs to happen before you start moving material. A pile that sat for an hour and got partially spread looks different than the pile that came off the truck.
If you're confident the order is short, tell the driver before they leave. Not aggressive, just direct: "This doesn't look like 40 yards. I'm going to need to verify before I sign."
What to Say to Your Supplier
Call your sales rep, not dispatch. You want someone who cares about keeping your business, not someone who just wants to close out the ticket.
"I ordered 40 yards, the ticket says 40 yards, but I measured the pile on site and it's coming up closer to 32. I have photos and measurements. I need you to either send the difference or adjust my invoice."
Stay professional. This isn't about accusing anyone of theft. It could be a calibration issue at the yard, a loading mistake, or something else. What matters is that you paid for 40 and got 32.
Good suppliers will make it right without much fight. They'll send the difference or credit your account. The relationship matters more than one delivery.
Bad suppliers will argue, delay, or demand proof that's impossible to provide. How you handle this tells you whether you should keep using them.
Document Everything for the Client
Your client doesn't care about your supplier problems. They care about whether their playground gets done on time and looks right.
If the shortage means you can't complete today, communicate that immediately:
"We had a delivery issue that left us short on material. I've already arranged for additional mulch to arrive tomorrow morning. We'll complete the installation by end of day tomorrow with no change to the project cost."
Notice what you didn't say: "Our supplier screwed up." That's your problem, not theirs. Keep the explanation brief and focused on the solution.
Adjusting Your Install
If you're 10-15% short and can't get more material same-day, you have a decision to make.
Option 1: Spread thin and top off later. You can install at a reduced depth now, then come back when you have the rest of the material. The problem is this usually means two trips, and the client sees a visibly incomplete job for a day or more.
Option 2: Complete critical areas only. Prioritize the fall zones directly under equipment where depth requirements are strictest. Leave lower-traffic areas light. When the additional material arrives, fill in what you missed.
Option 3: Walk away and come back. If the shortage is severe, sometimes the best move is to not start at all. Stockpile what you have, tell the client you're rescheduling due to a delivery issue, and come back when you have the full order.
There's no perfect answer. It depends on how short you are, what the client's expectations are, and whether you have another site you can send your crew to while waiting for more material.
Preventing It Next Time
Some shortages are random. Equipment malfunctions, loader operator errors, things happen. But if you're getting shorted repeatedly, it's time to make changes.
Verify weights when possible. Some suppliers will provide certified scale tickets. The loader counts the buckets. The scale measures what actually went in the truck. Discrepancies between the two tell you something.
Build a relationship with the yard. Visit your supplier's operation. Meet the people loading trucks. When they know your face and know you're watching, "mistakes" happen less often.
Use multiple suppliers. If one supplier consistently shorts you, use someone else. Competition keeps everyone honest. When Supplier A knows you can get the same material from Supplier B by tomorrow, they're less likely to play games.
Track your yields. Over time, you should know how many yards you use per 1,000 square feet at a given depth. If a project should have taken 35 yards and it took 42, either you made an estimation error or your supplier has been running heavy. If it took 30, you've been getting shorted.
When to Walk Away from a Supplier
One short delivery is a mistake. Two is a pattern. Three is a decision they're making about how to treat you.
If you've documented shortages, communicated clearly, and the problem keeps happening, stop using that supplier. The cheapest price per yard means nothing if you're not getting the yards you pay for.
Your time is worth something. Your crew's time standing around waiting for makeup deliveries is worth something. The client frustration from delayed completions is worth something. Factor all of that into your "cost per yard" calculation, and that bargain supplier might not look so cheap anymore.