Be Smart When Ordering Emergency Diesel Fuel

Identify the Correct Fuel Product

Off-road vs. on-road diesel matters more than you might think. Off-road diesel (red-dyed diesel) is tax-exempt fuel designated for construction equipment, generators, agricultural machinery, and other non-highway applications. On-road diesel (clear diesel) is taxed fuel required for vehicles operating on public roads.

Using the wrong product isn’t just an operational issue, it’s a compliance problem. DOT inspectors routinely check fuel tanks, and penalties for using dyed diesel in on-road vehicles are substantial. When you call for emergency delivery, be specific about which product you need. If you’re unsure, describe the equipment and we’ll help you determine the correct specification.

Calculate Your Fuel Requirements

How much fuel do you actually need? There’s a significant difference between “enough to get this excavator running again” and “enough to fill everything on site for the next three days.”

Consider both immediate needs and practical capacity:

• What’s the minimum amount to get critical equipment operational?
• What’s the maximum capacity of your tanks or equipment?
• Would it make sense to order extra to avoid another emergency call in 48 hours?

I’ve had customers order 100 gallons for immediate needs, only to call back two days later for another emergency delivery. A slightly larger initial order often eliminates the second emergency entirely, saving both delivery charges and operational stress.

Provide Precise Location Information

This is where many emergency orders get complicated. “We’re on the construction site off I-70” tells us almost nothing useful for a timely delivery.

For job sites and remote locations, provide:

• Exact street address if available
• Latitude and longitude coordinates (your smartphone’s maps app can provide these instantly)
• Nearest cross streets or landmarks
• Project name or site identifier if applicable

Describe site accessibility clearly:

• Gate codes or access protocols
• Contact person on-site with a working phone number
• Surface conditions (paved, gravel, mud, snow-covered)
• Overhead clearances and space constraints
• Distance from the gate to the equipment location

List every piece of equipment requiring fuel:

• Equipment type and identification (e.g., “CAT 320 excavator #4,” “Generator trailer near office”)
• Tank capacity for each piece
• Current fuel level if known
• Specific location of each unit on the site

Create simple, sequential delivery instructions:

Poor example: “Come in the north gate and find the excavator.”

Good example: “Enter through north gate using code 4721. Turn left at first junction, proceed 200 yards to equipment yard. Excavator #4 (yellow CAT 320) is parked facing east next to the material pile. Fill cap is on the right side. Generator trailer is 50 feet south of excavator, red Honda unit, fill cap on top.”

These details allow our driver to execute the delivery efficiently without multiple phone calls from the site trying to locate equipment.

Clearly Define Your Immediate Need

Over the years, we have handled all types of emergency deliveries. From catastrophic shutdowns to minor slow downs in production. Taking a moment to fully assess the situation and your need can make a BIG difference in getting your operation back on track and to your bottom line.

Ask yourself:

• When does this equipment absolutely need to be operational?
• What’s actually at risk if we can’t deliver for two, four, six, or twelve hours?
• Is this causing a full shutdown requiring emergency delivery or could this be handled with a scheduled delivery tomorrow morning instead?

Being honest about your timeline helps to understand  prioritize appropriately. A concrete crew with forms setting in three hours needs different treatment than a backup generator that won’t be needed until tomorrow.

Maximize Your Emergency Delivery Value

Since you’re already paying an emergency delivery charge, consider what else you need now or will need within the next week or two. Our trucks can often carry multiple products, turning a single emergency call into a comprehensive fluid service delivery.

Here’s why phone contact matters for emergency deliveries:

We can troubleshoot potential issues immediately. If your site has access challenges, we’ll identify them during the call rather than discovering them when our driver arrives. If you’re not sure about fuel specifications, we’ll clarify them in real-time. If your timeline is unrealistic, we’ll tell you honestly and help you develop alternatives.

We can provide accurate information about arrival times. Instead of submitting a form and waiting for confirmation, you’ll know immediately whether we can meet your needs and when to expect delivery.

We can optimize your order. During the conversation, we might identify additional products you need, suggest quantity adjustments based on your equipment list, or recommend scheduling approaches that save you money while still meeting your timeline.

We can coordinate complex deliveries. Multi-site deliveries, challenging access situations, or orders requiring special equipment need human coordination. A web form can’t manage that complexity effectively.

Most importantly: we want to talk to you. Emergency situations create stress, and having a knowledgeable person on the other end of the line who understands fuel delivery logistics in the Denver metro area provides peace of mind that an automated system simply can’t match.

When you call, have the information from your situation assessment ready. The five minutes you spent gathering details will make this conversation efficient and productive, getting fuel headed your way as quickly as possible.

Identify the Root Cause

Most fuel emergencies fall into a few common categories:

Inadequate monitoring – Nobody was tracking fuel levels, and equipment ran dry unexpectedly. This is the easiest problem to solve with scheduled monitoring and automated alerts.

Poor planning – Project demands increased but fuel ordering didn’t adjust accordingly. This requires better communication between operations and procurement.

Supply disruption – Your regular supplier couldn’t deliver on schedule, creating an unexpected shortfall. This suggests you need a more reliable partner or a backup supplier relationship.

Rapid deployment – Equipment was mobilized to a new site quickly without adequate fuel planning. This indicates a need for deployment checklists that include fuel logistics.

Seasonal demand spike – Cold weather, harvest season, or project deadlines created sudden increased consumption. This is predictable and should be planned for annually.

Consumption-based scheduling – We track your usage patterns and proactively schedule deliveries before you run low. This works particularly well for consistent operations like generators, facilities, or steady construction projects.

Calendar-based delivery – Weekly, bi-weekly, or monthly deliveries ensure you never run critically low. This provides budgeting predictability and operational reliability.

Threshold monitoring – For sites with fuel storage tanks, we can implement monitoring systems that automatically trigger delivery orders when levels drop below specified thresholds. You’ll never run out because the system manages replenishment automatically.

Seasonal adjustment programs – Your fuel consumption isn’t constant throughout the year. Scheduled delivery programs can increase frequency during high-demand seasons and reduce it during slower periods, optimizing both supply and cost.

Consider:

• Appropriate storage tank capacity for your typical consumption cycle
• Fuel quality management systems to prevent contamination
• Regular fuel testing and maintenance to ensure reliability
• Compliance with storage regulations and environmental requirements

Proper storage transforms fuel management from a constant crisis into a routine operational element. The upfront investment typically pays for itself within a year through eliminated emergency charges and reduced downtime.

A true partnership includes:

• Regular communication about your changing operational needs
• Proactive recommendations based on our experience with similar operations
• Flexible response when your situation genuinely requires it
• Honest feedback when you’re approaching problems we can see coming

When you establish a relationship with Fleet Core, we learn your operations, understand your equipment, and recognize your consumption patterns. That knowledge allows us to anticipate needs before they become emergencies.