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The BIFA Good Practice Toolbox


The range of BIFA Good Practice guides has been updated to reflect changes in the Standard Trading Conditions and to make them more user friendly


The BIFA Good Practice Toolbox was the snazzy name we thought up in 2011 when we took a number of scruffy guides in various fonts and sizes and published them on www.bifa.org with our then revamped branding. The years go by and now seven years on they needed revamping again as we had issued the 2017 edition of the Standard Trading Conditions (STC) and some of the guides were affected by the changes. You can find the guides at www.bifa.org Information/Good Practice Toolbox where they are easy to download as individual PDF documents. We have also changed the format so that


instead of a turgid succession of words, the simplified layout features highlighted sections. We think this will make the guides easier to digest and less of a monologue.


An ideal self-help training resource Demonstrating competence as a freight forwarder has been part of being an Authorised Economic Operator (AEO) for some years and this is likely to become more important in the future. Once we leave the European Union (EU) our AEO regime will mirror that of the EU and match the requirements of the Union Customs Code (UCC). Once we know how our trading relationship with the EU will operate, we will be modifying our Customs training courses to reflect the new landscape. Future BIFA training courses will be designed


to be compatible with the AEO requirements. However, there is more to forwarding than Customs, so you can use our guides to train your staff. It is simple to print one of the guides and give it to a member of staff to read. Whoever is the mentor for the staff member can simply discuss the content and ask random questions from the guide to ensure it has been understood. Both people sign and date the guide and it is


added to the staff member’s training record. It is our view this is as good as a formal certificate of training.


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The guides The guides are based on the type of queries we have received from BIFA Members. We are currently writing more and we tend to focus on forwarder issues. An exception is A Guide to the Bribery Act, as we do not normally issue guides on employment law, health and safety, fire prevention, etc. These topics are national legislation, so we deal with the daily issues that confront us in the movement of freight. We welcome suggestions of issues we have not yet covered. Without doubt the most important guide is A


Guide to the Use of the BIFA Standard Trading Conditions 2017. In many cases forwarders trade successfully for years without finding themselves in court, either defending a claim or trying to get paid. However, the first step in protecting your position is to demonstrate that the BIFA STC are incorporated in your contracts and that your customer is not only aware of this, but has had the opportunity to read the STC. With private individuals, you have to go further as the courts will want to know the consumer not only had sight of the STC, but certain aspects were explained to them. Insurance is always an


opportunity for a misunderstanding as a private individual will assume that if his or her goods are lost you will


simply pay him or her the value. Another key publication is A Guide to Representation with HMRC. There are circumstances when you cannot avoid being in an Indirect relationship with your


customer (for example DDP) and you are jointly liable to HMRC. However, there is more to be done than simply claiming Direct Representation on the entry document, and this guide provides full guidance and customer


templates to help protect you. Turning to contracts and agreements, we are sometimes asked whether we have a template for a contract. What we do is provide guides on what items to consider in a contract or agreement so that


you can tailor any deal with your customer to reflect the finer points of the relationship. A Guide to Agency Agreements and A Guide to Logistics Agreements cover the two main areas where you will need a formal contract. We also have A Guide to Sub-Contracting, which is an area where we see many problems when the credentials of the chosen sub-contractor are not adequately researched. This usually comes to a head when there is a CMR movement and the claim has to be passed through a number of sub-contractors. Use a robust sub-contract agreement to make the supplier you choose First Carrier. The other guides are mainly self-explanatory,


such as A Guide for Authorised Economic Operator Applicants, A Guide to Shippers’ Disbursements, A Guide to Documentary Letters of Credit, A Guide to Incoterms ® and A Guide to the Basics of Insurance. The last guide to mention is A Guide to


Dealing with Personal Effects. We have particular interest in BIFA Members getting their relationship with private individuals correct as we are the focal point for disgruntled importers when things go wrong. Personal effects can be a worthwhile business but it is fraught with danger as an irate individual can do massive reputational damage to a company through social media and making other internet postings, even if they are completely wrong. We are always interested in your views or


feedback, so if you have a comment e-mail r.keen@bifa.org


May 2018


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