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Policy & Compliance


www.bifa.org


Coronavirus – some practical steps on collection and delivery


With government advice that everyone should stay 2 m apart, how should drivers go about proving delivery?


BIFA Members will be used to the process of obtaining a signed POD to prove delivery and requiring their drivers to sign for collection of cargo, as well as possibly endorsing any notice of damage when going to other premises to collect. Of course, this is usually done by pen and


paper. But with government advice that everyone should stay 2 m apart and should not touch surfaces that could be contaminated, using pen and paper is a concern. We recommend you contact all clients to


discuss this and arrange some alternative manner of obtaining signed collection notes or POD while the government advice remains in place. You should confirm in writing whatever is agreed as the course of action.


Suggested precautions A number of suggestions have been received from both solicitors and insurers. We are providing these here, but it will be for each BIFA Member to decide which is the most suitable for their business. 1.With the agreement of your customers, arrangements could be made to e-mail transport documents across to the receiver for them to sign and pass a copy to the driver in exchange for the goods.


2. The driver can ask for the name of the warehouse person accepting cargo and note it, along with a photo of the warehouse delivery point.


3. You could obtain advance email contacts at collection and delivery points to enable the drivers to exchange emails whilst in attendance. Collection notes and POD may be scanned in advance and then completed in electronic form by an email signature.


4. Similar to point 3, it could be agreed that the driver is texted an acceptance on his or her mobile phone, which is then retained as a screenshot.


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In the current circumstances, it is important to


agree such variations to standard procedures in advance with customers and contracting hauliers. These should be documented, and all parties acknowledge that the amended procedure will stand as evidence of delivery.


Liability insurance Protective gloves for staff and a convenient disposal bin should be considered for all staff to use where applicable. There is no “one size fits all” solution and your liability insurer should be advised of any proposed change of practice. Clients who are resistant to such proposals should be advised that what is being proposed is


the only acceptable way to proceed and that if they do not agree they should be notified that whilst all is being done to work around the coronavirus, you cannot afford to risk the safety of the driver or the receiving party. One would hope that clients will accept any reasonable proposal regarding provision of services in such unprecedented circumstances. If you are receiving deliveries, courier


packages or post beware of signing an offered portable electronic device, we suggest the driver uses the machine to put your name into their system. We are aware that some courier companies and the Royal Mail have adopted this as standard practice.


May 2020


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