Prepare documentation for the transportation of goods
Overview
This standard is about preparing the documentation required for the transportation of goods, ensuring it is correctly processed, completed and submitted in a timely manner in accordance with organisational procedures. You will need to ensure the documentation complies with the requirements of the relevant regulatory authorities, whether in the UK, EU or internationally, and take any appropriate action to resolve any issues.
You will need to be familiar with the relevant terms and conditions regarding the completion and retention of documents when transporting goods in the UK, EU or internationally.
This standard can be applied to any mode of transport or combination of modes, i.e. road, rail, air, sea or waterway.
This standard is relevant to all those who are responsible for preparing documentation for the transportation of goods as part of their job role.
Performance criteria
You must be able to:
1. maintain the health and safety of yourself and others at all times, in line with the relevant legislation and organisational requirements
2. identify hazards and assess risks as you carry out the activity and wear the appropriate personal protective equipment (PPE), where required
3. confirm that the relevant training has been received to carry out the work, recognise the limits of your competence and seek access to further training where required
4. confirm that all relevant transportation instructions and details of the goods being transported are obtained
5. maintain effective communication with colleagues and customers when carrying out the work
6. confirm the route and destination of the goods and identify any international borders or restrictions through which the goods will be transported
7. select the documentation required to facilitate the passage of goods and confirm the relevant organisations that require the documentation
8. establish the amount of time required to notify the relevant organisations of the transportation of the goods
9. schedule the preparation of the documentation to meet critical dates and times for the delivery of the goods
10. process the required documentation for the goods and the transport modes being used in line with legal and regulatory requirements
11. complete all the relevant sections of the documentation checking that the information is accurate and complete, and that no required information is omitted
12. confirm that the documentation contains all the relevant details of the goods being transported in line with the legal and organisational requirements
13. incorporate trade terms that are currently acceptable to the organisations requesting the information
14. identify any issues with the documentation, and take the appropriate action to deal with these in line with organisational procedures
15. submit the documentation for the goods at the required time, in accordance with legal and organisational requirements
16. confirm that the documentation is stored and retained in line with the relevant legal and organisational requirements
Knowledge and Understanding
You need to know and understand:
1. your responsibilities under the relevant health and safety legislation and organisational requirements
2. how to identify hazards and assess risks as you carry out the activity and the requirements for personal protective equipment (PPE)
3. how to identify and access information relevant to the required work
4. the customer, their goods and their transportation requirements
5. the relevant national and international legislation and regulations for different types of goods, the mix of goods, transport modes, and international trade
6. the role of the relevant organisations, agencies and regulatory bodies in moving goods nationally and internationally, and their compliance requirements
7. the national and international documentation required for different types of goods, transport methods, and transit routes, or at the final destination
8. the methods of confirming with the customers the goods to be transported, timescales and any special requirements
9. the roles and responsibilities of colleagues and why it is important to maintain effective communication with colleagues and customers when moving goods
10. the level and type of information that is required for different types of documentation
11. the trade terms and international standards for freight carriage, insurance, and costs (Incoterms)
12. how to complete and process the documentation for the goods being transported, and the consequences of not doing so correctly
13. the importance of submitting the required documentation at the appropriate time to the right person, and the consequences of not doing so
14. the notification periods and deadlines for submitting completed documentation for all the relevant organisations
15. the types of issues that can occur when preparing documentation and the consequences for the customer and the organisation when errors occur in the documentation
16. the relevant legal and organisational requirements for storing and retaining financial documentation
17. the reporting responsibilities and information systems used by your organisation
Scope/range
Scope Performance
Scope Knowledge
Values
Behaviours
Skills
Glossary
Details of the goods:
• details required for customs
• customer requirements
• environmental requirements
• segregation requirements
• packaging requirements
Financial documentation: documentation about the goods, their destination and the mode of transport that are required, or might be required, for inspection by financial regulatory authorities in the UK and abroad.
Health and safety includes mental and physical wellbeing
Incoterms: International Commercial Terms. The Incoterms rules explain a set of 3-letter trade terms reflecting business-to-business practice in contracts for the sale of goods. The Incoterms rules describe the tasks, costs and risks involved in the delivery of goods from sellers to buyers
Legal and organisational requirements could include:
• Driving, vehicle and transport regulations
• Machinery and equipment regulations
• Workplace safety regulations
• Working time regulations
• Codes of practice
• Organisational requirements
• Environmental, ethical and social considerations
Personal Protective Equipment (PPE) could include: high-visibility clothing, hard hats, protective clothing, eye protection, masks, gloves, safety footwear
Problems with the documentation: errors in the information about the goods, their destination, the mode of transport or in the completion of transport documentation that will result in rejection of the documentation.
Transport documentation: documentation about the goods, their destination and the mode of transport that is required, or might be required, for inspection by transport regulatory authorities in the UK and abroad.
Transport mode:
• air
• sea and waterways
• rail
• road
Types of documentation could include:
• invoices
• purchase orders
• delivery notes
• packing lists
• bills of lading
• customs forms
• picking lists
• packing lists
• Certificates of Origin