🚛 Transport & Logistics

Complete document roadmap – 84 core documents

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Document Roadmap

R 700

Complete list of 84 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance (12 docs)

✔	Document	Description
	TRN-001 – CIPC Registration Certificate	Proof of company registration
	TRN-002 – Memorandum of Incorporation (MOI)	Company constitution
	TRN-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance
	TRN-004 – Operating Licence (Public Transport)	Required for goods/people carriage
	TRN-005 – Road Transport Permit (Cross‑border)	For SADC / international routes
	TRN-006 – COIDA Registration	Employee injury cover
	TRN-007 – Public Liability Insurance	Third‑party cover
	TRN-008 – Goods‑in‑Transit Insurance	Cargo cover
	TRN-009 – Comprehensive Vehicle Insurance	Fleet cover
	TRN-010 – B‑BBEE Certificate	For corporate tenders
	TRN-011 – CSD Registration	For government tenders
	TRN-012 – Dangerous Goods Permit (if applicable)	For hazardous materials

Phase 2: Contracts & Client Docs (10 docs)

✔	Document	Description
	TRN-013 – Logistics Services Agreement (Master)	Core contract with client
	TRN-014 – Consignment Note / Waybill	Per trip – proof of goods received
	TRN-015 – Quotation / Proposal Template	Per route or per kg/km
	TRN-016 – Non‑Disclosure Agreement (NDA)	Confidentiality
	TRN-017 – Subcontractor Agreement (owner‑driver)	For hired vehicles
	TRN-018 – Delivery Proof / POD Log	Signed proof of delivery
	TRN-019 – Rate Card (per km, per ton, per trip)	Standard pricing
	TRN-020 – Client Credit Application	For invoicing terms
	TRN-021 – Fuel Surcharge Agreement	Variable pricing formula
	TRN-022 – Indemnity Form (client loading/unloading)	Liability waiver

Phase 3: Human Resources (12 docs)

✔	Document	Description
	TRN-023 – Employment Contract – Long‑Distance Driver	Permanent staff
	TRN-024 – Employment Contract – Local Delivery Driver	Daily routes
	TRN-025 – Employment Contract – Fleet Manager	Vehicle scheduling
	TRN-026 – Employment Contract – Logistics Coordinator	Route planning
	TRN-027 – Employment Contract – General Assistant (Loader)	Loading/unloading
	TRN-028 – Independent Contractor Agreement (Owner‑Driver)	With own truck
	TRN-029 – Code of Conduct (Drivers)	Road safety, professionalism
	TRN-030 – Disciplinary Code & Procedure	HR compliance
	TRN-031 – Shift Roster / Driver Schedule	Weekly allocation
	TRN-032 – Attendance Register (Daily)	Sign‑in / sign‑out
	TRN-033 – Professional Driving Permit (PrDP) Register	Valid permits per driver
	TRN-034 – Driver Training Record (Defensive driving)	Safety compliance

Phase 4: Operations & Fleet Management (15 docs)

✔	Document	Description
	TRN-035 – Daily Vehicle Inspection Checklist (Pre‑trip)	Legal requirement (A‑form)
	TRN-036 – Daily Vehicle Inspection Checklist (Post‑trip)	Defect reporting
	TRN-037 – Trip Log / Job Card (per load)	Client, route, km, fuel
	TRN-038 – Fuel Consumption Log (per vehicle)	Cost control
	TRN-039 – Toll & Expense Log (per trip)	Reimbursable costs
	TRN-040 – Vehicle Service Schedule	Preventative maintenance
	TRN-041 – Repair & Maintenance Log (per vehicle)	History tracking
	TRN-042 – Tyre Register (per vehicle)	Pressure, tread depth, replacement
	TRN-043 – Accident / Incident Report Form (vehicle)	For insurance
	TRN-044 – Driver Hours Log (Working time)	Compliance with National Road Traffic Act
	TRN-045 – Route Plan / Dispatch Sheet	Daily load assignments
	TRN-046 – Trailer / Container Register (if applicable)	Asset tracking
	TRN-047 – GPS Tracking Log	Route and speed monitoring
	TRN-048 – Licence & Permit Register (vehicle)	Disc renewal dates
	TRN-049 – Cross‑border Clearance Log (if international)	Customs documentation

Phase 5: Health & Safety (10 docs)

✔	Document	Description
	TRN-050 – Occupational Health & Safety (OHS) Policy	Company H&S
	TRN-051 – Driver Fatigue Management Policy	Hours of rest
	TRN-052 – Site‑Specific Risk Assessment (loading depots)	Hazards
	TRN-053 – Safe Work Method Statement (Loading/unloading)	Procedure
	TRN-054 – Incident Report Form (general)	Injury, near‑miss
	TRN-055 – First Aid Kit Register (per vehicle)	Inventory
	TRN-056 – Fire Extinguisher Log (per vehicle)	Monthly check
	TRN-057 – Dangerous Goods Spill Response Plan (if applicable)	Emergency
	TRN-058 – Personal Protective Equipment (PPE) Register	Vests, gloves, boots
	TRN-059 – Toolbox Talk Register (drivers)	Weekly safety

Phase 6: Finance & Suppliers (10 docs)

✔	Document	Description
	TRN-060 – Invoice Template (per client)	Billing
	TRN-061 – Client Payment History	Accounts receivable
	TRN-062 – Supplier Invoice Register (fuel, maintenance, tyres)	Expenses
	TRN-063 – Payroll Register	Staff wages
	TRN-064 – Petty Cash Log	Small expenses (tolls, airtime)
	TRN-065 – Fuel Card Transaction Log	Per vehicle, per driver
	TRN-066 – Supplier Contract – Fuel (fleet card)	Bulk discount
	TRN-067 – Supplier Contract – Tyres	Volume pricing
	TRN-068 – Supplier Contract – Vehicle Service Provider	Workshop agreement
	TRN-069 – Bank Reconciliation Template	Monthly finance

Phase 7: Assets & Equipment (8 docs)

✔	Document	Description
	TRN-070 – Fleet Asset Register (Master)	All vehicles, trailers, value, depreciation
	TRN-071 – Vehicle Registration & Licence Disk Log	Renewal dates
	TRN-072 – Vehicle Roadworthy Certificate Register (COR)	Annual / bi‑annual
	TRN-073 – GPS Tracker Maintenance Log	Device checks
	TRN-074 – Pallet / Container Register	Returnable assets
	TRN-075 – Small Tool Register (straps, chains, tarps)	Per vehicle
	TRN-076 – Asset Disposal Form (selling old vehicles)	Retirement
	TRN-077 – Vehicle Auction / Sale Record	Proof of sale

Phase 8: Forms & Templates (7 docs)

✔	Document	Description
	TRN-078 – Daily Fuel Reconciliation	Litres bought vs km driven
	TRN-079 – Driver Leave / Off‑day Request	Staff management
	TRN-080 – Overtime Authorization Form	For extra trips
	TRN-081 – Client Credit Note (damaged goods)	Claims handling
	TRN-082 – Customer Satisfaction Survey	Feedback
	TRN-083 – Load Confirmation Form (client order)	Written instruction
	TRN-084 – Termination Checklist (driver offboarding)	Return of vehicle, keys, fuel card

📁 File Directory Structure

Transport & Logistics (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── Operating_Licence.pdf
│   ├── Road_Transport_Permit.pdf (if cross‑border)
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Goods_in_Transit_Insurance.pdf
│   ├── Vehicle_Insurance_Policy.pdf
│   ├── B-BBEE_Certificate.pdf
│   ├── CSD_Registration.pdf
│   └── Dangerous_Goods_Permit.pdf (if applicable)
│
├── 02 Contracts & Client Docs/
│   ├── Logistics_Services_Agreement.docx
│   ├── Consignment_Note_Waybill_Template.docx
│   ├── Quotation_Template.docx
│   ├── Subcontractor_Agreement_Owner_Driver.docx
│   ├── POD_Log/ (by client)
│   ├── Rate_Card.xlsx
│   ├── Client_Credit_Application.docx
│   └── Fuel_Surcharge_Agreement.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Long_Distance_Driver.docx
│   │   ├── Local_Delivery_Driver.docx
│   │   ├── Fleet_Manager.docx
│   │   ├── Logistics_Coordinator.docx
│   │   └── General_Assistant_Loader.docx
│   ├── Independent_Contractor_Agreement.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Driver_Schedules/ (by week)
│   ├── Attendance_Registers/ (by month)
│   ├── PrDP_Register.xlsx
│   └── Training_Records/ (defensive driving)
│
├── 04 Operations & Fleet Management/
│   ├── Vehicle_Inspections/
│   │   ├── Pre_Trip_Checklists/ (by vehicle)
│   │   └── Post_Trip_Checklists/ (by vehicle)
│   ├── Trip_Logs_Job_Cards/ (by date)
│   ├── Fuel_Consumption_Logs.xlsx
│   ├── Toll_Expense_Logs.xlsx
│   ├── Vehicle_Service_Schedules.xlsx
│   ├── Repair_Maintenance_Logs/ (by vehicle)
│   ├── Tyre_Register.xlsx
│   ├── Accident_Incident_Reports/ (by date)
│   ├── Driver_Hours_Logs.xlsx
│   ├── Dispatch_Sheets/ (daily)
│   ├── Trailer_Container_Register.xlsx
│   ├── GPS_Tracking_Logs/ (monthly export)
│   └── Licence_Permit_Register.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Driver_Fatigue_Policy.pdf
│   ├── Risk_Assessments/ (depots, routes)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx (per vehicle)
│   ├── Fire_Extinguisher_Logs.xlsx (per vehicle)
│   ├── Dangerous_Goods_Spill_Plan.pdf (if applicable)
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Client_Payment_History.xlsx
│   ├── Supplier_Invoice_Register.xlsx (fuel, tyres, repairs)
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Fuel_Card_Transaction_Logs.xlsx
│   ├── Supplier_Contracts/
│   │   ├── Fuel_Fleet_Card.pdf
│   │   ├── Tyres_Supply.pdf
│   │   └── Vehicle_Service_Workshop.pdf
│   └── Bank_Reconciliation.xlsx
│
├── 07 Assets & Equipment/
│   ├── Fleet_Asset_Register.xlsx
│   ├── Vehicle_Licence_Disk_Log.xlsx
│   ├── Roadworthy_Certificates/ (by vehicle)
│   ├── GPS_Maintenance_Logs.xlsx
│   ├── Pallet_Container_Register.xlsx
│   ├── Small_Tool_Register.xlsx
│   ├── Asset_Disposal_Form.docx
│   └── Vehicle_Sale_Records/ (by vehicle)
│
└── 08 Forms & Templates/
    ├── Daily_Fuel_Reconciliation.xlsx
    ├── Driver_Leave_Request.docx
    ├── Overtime_Authorization.docx
    ├── Client_Credit_Note.docx
    ├── Customer_Satisfaction_Survey.docx
    ├── Load_Confirmation_Form.docx
    └── Termination_Checklist_Driver.docx

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