Prepare documentation for the transportation of goods

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This standard is about preparing documentation for the transportation of goods, ensuring it is correctly processed, completed and submitted in a timely manner to the appropriate person. You will need to ensure the documentation complies with the requirements of the relevant regulatory authorities, whether in the UK or internationally, taking  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 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 those who are responsible for the accurate processing and completion of documentation in logistics operations

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1. Confirm that all relevant transportation instructions and details of the goods being transported are obtained

2. Confirm the route and destination of the goods with the relevant stakeholders

3. Identify any international borders or restrictions through which the goods will be transported
4. Select the relevant documentation required to facilitate the passage of goods and confirm the relevant organisations who require the documentation
5. Establish the amount of time required to notify the relevant organisations of the transportation of the goods
6. Allocate time and resources to prepare the documentation for the transportation of goods
7. Schedule the preparation of the documentation to meet critical dates and times for the delivery of the goods

8. Identify any issues with the documentation, and take the appropriate action to deal with these

9. Check that the documentation for transporting goods is retained in line with the relevant statutory, regulatory, legislative and organisational requirements

10. Report work activities and record them in the appropriate information systems in accordance with the relevant statutory, regulatory, legislative and organisational procedures
11. Comply with all the relevant health and safety legislation, environmental requirements, regulations, standards and organisational procedures

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1. The customer, their products and transportation requirements

2. The methods of confirming with the customers the goods to be transported, timescales and any special requirements

3. How to manage the preparation of documentation for transporting goods
4. The amount of time and resources required to prepare and complete documentation for transporting goods
5. The notification periods and deadlines for submitting completed documentation for all the relevant organisations
6. The types of issues that can occur when preparing documentation
7. The role of the relevant organisations, agencies and regulatory bodies in moving goods nationally and internationally, and their compliance requirements
8. The systems and procedures for moving goods used by the customers and the relevant stakeholders
9. The documentation and level and type of information required by the relevant stakeholders for the different types of goods, transport methods, and transit routes
10. The consequences for the customer and the organisation when errors occur in the documentation
11. The trade terms and international standards for freight carriage, insurance, and costs (Incoterms)
12. The correct procedures and timescales for retaining documentation in relation to transporting goods to meet the relevant stakeholder and legislative requirements
13. The relevant national and international legislation, regulations and restrictions for different types and mixes of goods, transport modes and international trade
14. The reporting responsibilities and information systems used by your organisation
15. The working practices, operating procedures, guidelines and codes of practice, including ethical practice, of your organisation
16. The roles and responsibilities of colleagues in the supply chain when moving goods
17. The relevant health and safety legislations, environmental requirements, regulations and organisational procedures to follow when transporting goods

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Details of the Goods

• details required for customs

• customer requirements

• environmental requirements

• segregation requirements
• packaging requirements

Goods

• hazardous goods (flammable, toxic, milk, grain)
• mix of goods (food and non-food products)
• non-hazardous
• perishable (food)
• goods for repair/return
• goods for exhibitions/showcase events

Stakeholders

• suppliers
• officials
• regulatory bodies

Transport mode

• ships - dry bulks, liquid bulks, cargo transport units and roll-on/roll-off.
• air
• sea
• rail
• road

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Incoterms: International Commercial Terms. The Incoterms rules explain a set of 3 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.

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.

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2

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2027

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Current

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Original

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Lantra

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SFL69

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Business, Business, Administration and Law, Transport Drivers and Operatives, Transportation Operations and Maintenance

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4134

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international; import; export; transport; document; customs; financial; legislation; regulation

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