📦 Logistics & Warehousing

Complete document roadmap – 85 core documents for your warehouse and distribution business

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Document Roadmap

R 700

Complete list of 85 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 11

✔	Document	Purpose
	WAR‑001 – CIPC Registration Certificate	Proof of company registration
	WAR‑002 – Memorandum of Incorporation (MOI)	Company constitution
	WAR‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	WAR‑004 – COIDA Registration	Employee injury cover
	WAR‑005 – Public Liability Insurance	Cover for third‑party property damage, visitor injury
	WAR‑006 – Goods‑in‑Transit Insurance (for goods stored)	Cover for client stock while in your care
	WAR‑007 – Warehouse Business Licence (Municipal)	Required for trading
	WAR‑008 – Zoning Certificate (Industrial / Warehouse zoning)	Municipality confirmation
	WAR‑009 – Fire Clearance Certificate (warehouse)	Critical for storage facilities
	WAR‑010 – B‑BBEE Certificate	For corporate clients (retailers, manufacturers)
	WAR‑011 – CSD Registration	For government tenders

Phase 2: Contracts & Client Docs 11

✔	Document	Purpose
	WAR‑012 – Warehouse Storage Agreement (Master)	Core contract with client
	WAR‑013 – Logistics/Distribution Services Agreement (value‑added services)	Pick, pack, ship
	WAR‑014 – Quotation / Rate Card Template (per pallet, per sqm, per hour)	Pricing transparency
	WAR‑015 – Goods Received Note (GRN) – per delivery	Proof of receipt, condition
	WAR‑016 – Stock Discrepancy / Damage Report Form	For claims
	WAR‑017 – Release Authorisation Form (client)	Before releasing goods
	WAR‑018 – Non‑Disclosure Agreement (NDA)	For client inventory levels, pricing
	WAR‑019 – Subcontractor Agreement (transport, labour hire)	For outsourced services
	WAR‑020 – Supplier Agreement (racking, pallets, packaging)	With vendors
	WAR‑021 – Indemnity / Hold Harmless Agreement (client)	Liability for hazardous goods
	WAR‑022 – Cold Storage Addendum (temperature‑controlled)	Specific terms

Phase 3: Human Resources 10

✔	Document	Purpose
	WAR‑023 – Employment Contract – Warehouse Manager	Senior staff
	WAR‑024 – Employment Contract – Forklift / Reach Truck Operator	Qualified operators
	WAR‑025 – Employment Contract – Pickers / Packers	General warehouse staff
	WAR‑026 – Employment Contract – Receiving / Despatch Clerk	Admin / counting
	WAR‑027 – Employment Contract – Admin / Inventory Controller	Office
	WAR‑028 – Independent Contractor Agreement (seasonal labour)	Peak periods
	WAR‑029 – Code of Conduct (Employees)	Safety, theft prevention, professionalism
	WAR‑030 – Disciplinary Code & Procedure	HR compliance
	WAR‑031 – Shift Roster (warehouse)	Daily allocation
	WAR‑032 – Attendance Register (Daily)	Sign‑in / sign‑out

Phase 4: Operations & Warehouse Management 16

✔	Document	Purpose
	WAR‑033 – Daily Warehouse Activity Log (receipts, picks, dispatches)	Management summary
	WAR‑034 – Receiving Log (incoming goods)	Supplier, client, quantity
	WAR‑035 – Put‑Away Log (bin locations)	Storage tracking
	WAR‑036 – Inventory Stock Take Sheet (cycle count / full)	Accuracy
	WAR‑037 – Daily Cycle Count Log	High‑value items
	WAR‑038 – Picking List (per client order)	Order fulfilment
	WAR‑039 – Packing Checklist (per shipment)	Quality control
	WAR‑040 – Despatch / Loading Log (outgoing)	Vehicle, driver, seal number
	WAR‑041 – Return / RMA Log (client returns)	Reverse logistics
	WAR‑042 – Warehouse Bin / Location Register (grid map)	Efficiency
	WAR‑043 – Equipment Inspection Log (forklifts, pallet jacks, reach trucks)	Daily checks
	WAR‑044 – Forklift / Reach Truck Daily Checklist	Safety compliance
	WAR‑045 – Charging Station Log (electric forklifts)	Battery maintenance
	WAR‑046 – Pallet / Stillage Register (asset tracking)	Returnable equipment
	WAR‑047 – Packaging Material Inventory (boxes, tape, shrink wrap)	Stock control
	WAR‑048 – Client Inventory Report (per client, monthly)	For billing and trust

Phase 5: Health & Safety 12

✔	Document	Purpose
	WAR‑049 – Occupational Health & Safety (OHS) Policy	Warehouse‑specific H&S
	WAR‑050 – Warehouse Risk Assessment (racking collapse, forklift traffic, falling objects)	Hazard identification
	WAR‑051 – Safe Work Method Statement (SWMS) – forklift operation, high stacking, manual lifting	Task safety
	WAR‑052 – Incident / Accident Report Form (injury, product damage, near‑miss)	Documentation
	WAR‑053 – First Aid Kit Register (per zone)	Inventory
	WAR‑054 – Fire Extinguisher / Sprinkler Inspection Log	Monthly check
	WAR‑055 – Emergency Evacuation Plan (warehouse layout)	Map and drill log
	WAR‑056 – Fire Drill Log (quarterly)	Date, time, attendance
	WAR‑057 – Personal Protective Equipment (PPE) Register	Safety shoes, hi‑vis vests, gloves, hard hats
	WAR‑058 – Racking / Shelving Inspection Log (annual)	Structural safety
	WAR‑059 – Hazardous Goods Storage Register (if applicable)	Chemicals, flammable
	WAR‑060 – Toolbox Talk Register (weekly safety)	Staff engagement

Phase 6: Finance & Suppliers 8

✔	Document	Purpose
	WAR‑061 – Invoice Template (storage fees, handling, value‑added services)	Billing client
	WAR‑062 – Supplier Invoice Register (packaging, cleaning, maintenance)	Expense tracking
	WAR‑063 – Payroll Register	Staff wages
	WAR‑064 – Petty Cash Log	Small purchases
	WAR‑065 – Client Payment History	Accounts receivable
	WAR‑066 – Supplier Payment Schedule	Creditors aging
	WAR‑067 – Client Billing Summary (per client, per month)	Pallets stored, pallets moved
	WAR‑068 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets 9

✔	Document	Purpose
	WAR‑069 – Asset Register (Master)	Forklifts, reach trucks, pallet jacks, racking, IT systems
	WAR‑070 – Forklift / Material Handling Equipment Maintenance Log	Service records
	WAR‑071 – Racking / Shelving Asset Register (by bay)	Damage tracking
	WAR‑072 – Barcode Scanner / RF Equipment Log	Calibration, assignment
	WAR‑073 – Weighbridge / Scale Calibration Log (if owned)	Accuracy
	WAR‑074 – Vehicle / Delivery Truck Log (if own fleet)	Fuel, trips
	WAR‑075 – CCTV / Security Camera Log	Theft prevention
	WAR‑076 – Generator / Backup Power Log (if cold storage)	Runtime, fuel
	WAR‑077 – Asset Disposal Form	Selling old equipment

Phase 8: Forms & Templates 8

✔	Document	Purpose
	WAR‑078 – Daily Warehouse Housekeeping Checklist	Cleanliness, safety
	WAR‑079 – Client Access / Visitor Register (for stocktakes)	Security
	WAR‑080 – Overtime Authorization Form	Staff approval
	WAR‑081 – Leave Application Form	Staff requests
	WAR‑082 – New Employee Induction Checklist (warehouse safety, forklift training)	Onboarding
	WAR‑083 – Supplier Evaluation Form	Vendor performance
	WAR‑084 – Client Satisfaction Survey (warehouse service)	Improvement
	WAR‑085 – Termination Checklist	Offboarding

📁 File Directory Structure

Warehouse & Distribution (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Goods_in_Transit_Insurance.pdf
│   ├── Warehouse_Business_Licence.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Fire_Clearance.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── CSD_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Warehouse_Storage_Agreements/ (by client)
│   ├── Logistics_Distribution_Agreements/
│   ├── Quotation_Rate_Card.xlsx
│   ├── Goods_Received_Notes/ (by client, by date)
│   ├── Stock_Discrepancy_Damage_Reports/ (by incident)
│   ├── Release_Authorisation_Forms/ (by client)
│   ├── Subcontractor_Agreements/
│   ├── Supplier_Agreements/ (racking, packaging)
│   └── Cold_Storage_Addendums/ (if applicable)
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Warehouse_Manager.docx
│   │   ├── Forklift_Reach_Operator.docx
│   │   ├── Picker_Packer.docx
│   │   ├── Receiving_Despatch_Clerk.docx
│   │   └── Inventory_Controller.docx
│   ├── Independent_Contractor_Agreements/
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Shift_Rosters/ (by week)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Warehouse Management/
│   ├── Daily_Warehouse_Activity_Logs.xlsx
│   ├── Receiving_Logs/ (by date)
│   ├── Put_Away_Logs/ (by operator)
│   ├── Stock_Take_Sheets/ (monthly cycle count)
│   ├── Daily_Cycle_Count_Logs.xlsx
│   ├── Picking_Lists/ (by client order)
│   ├── Packing_Checklists/ (by shipment)
│   ├── Despatch_Loading_Logs/ (by date)
│   ├── Return_RMA_Log.xlsx
│   ├── Warehouse_Bin_Location_Map.pdf
│   ├── Equipment_Inspection_Logs.xlsx
│   ├── Forklift_Daily_Checklists/ (by machine)
│   ├── Charging_Station_Log.xlsx
│   ├── Pallet_Stillage_Register.xlsx
│   ├── Packaging_Material_Inventory.xlsx
│   └── Client_Inventory_Reports/ (monthly, by client)
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Warehouse.pdf
│   ├── Risk_Assessments/ (racking, forklifts)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx (per zone)
│   ├── Fire_Extinguisher_Sprinkler_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Warehouse.pdf
│   ├── Fire_Drill_Log.xlsx
│   ├── PPE_Issue_Register.xlsx
│   ├── Racking_Inspection_Log.xlsx
│   ├── Hazardous_Goods_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_History.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Client_Billing_Summary.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Forklift_Maintenance_Logs/ (by machine)
│   ├── Racking_Asset_Register.xlsx
│   ├── Barcode_Scanner_Log.xlsx
│   ├── Weighbridge_Calibration_Log.xlsx (if owned)
│   ├── Vehicle_Logs/ (if own fleet)
│   ├── CCTV_Log.xlsx
│   ├── Generator_Log.xlsx (cold storage)
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Housekeeping_Checklist.docx
    ├── Client_Access_Visitor_Register.xlsx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Warehouse_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Client_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

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