Know Which Document Falls Due, and Who Owns It, Before Someone Asks
A logistics business holds licences, fitness records, contractor files, safety logs and wage registers, each with its own renewal date and its own holder. We help you write the policies drivers and hub staff actually follow, set a calendar of dates with named owners, and keep records in a form you can show when a customer or an auditor asks. We build readiness and ownership. We do not tell you what the law requires.
Not sure what you need? Tell us about your business in six short steps and we will come to the first meeting prepared.
Share your requirementsThe starting point
Can You Show the Right Document When It Is Asked For?
Papers are spread across the road, the hub and the office. Policies exist as a circular on one notice board, versions differ between locations and the date something falls due is noticed when a customer, an auditor or an inspector asks for it.
We help you build readiness through clear ownership and dated records, with legal advice taken from professionals.
You may be experiencing:
- Driver licences, fitness records and vehicle-related papers whose expiry dates nobody watches.
- Policies on duty hours, vehicle use, fuel, advances and mobile phones that are unwritten or differ by hub.
- A compliance calendar carried in the head of one administrator.
- Contractor agreements, registers and records kept partly by the agency and partly by you.
- Safety and training logs, and wage and attendance records, kept in different formats at different places.
- Staff unable to say which version of a policy is current, or whether they received it.
- Customer audits that turn into a scramble for papers.
What we can help with
Our Policies, Compliance and Governance Services for Logistics
Policy Manual and Driver Handbook
Prepare a plain-language set of policies for your workforce, including a short handbook for drivers and floor staff. Cover duty and rest practice, vehicle use, fuel and toll cards, advances, customer-site conduct and phone use.
Code of Conduct for the Road and the Floor
Write the behaviours you expect at customer sites, at the dock, on the road and in dealing with cash and goods, in language that drivers and loaders understand.
Document Control and Acknowledgement
Number each policy, record versions, and keep a signed or digital acknowledgement for each person, including contractor staff for the policies that apply to them.
Compliance Calendar With Owners
List the licences, registers, renewals and returns your business needs to watch, with owners and due dates, and reminders that go to someone who can act. What applies to you should be confirmed with a qualified professional.
Driver and Vehicle Record Discipline
Set how licence, category, validity, fitness and permit records are held per driver and per vehicle, who checks them and what happens when one is about to lapse.
Contractor Register and Verification
Hold a register of contractors with their manpower by hub, agreement dates, documents received, and checks done by you, so that you know what the contractor holds on your behalf.
Records and Documentation Standards
Agree what is recorded at hubs and what at head office, in what format, and how records are stored and retained. Retention periods should be confirmed with a qualified professional.
Periodic Internal Review
Plan a regular check of hub files, registers and calendars against your own standards, so gaps are found internally and corrected before an outside party asks.
The deliverables
What You Receive
Depending on the agreed scope, you can expect:
- A policy manual and short driver handbook.
- A code of conduct for frontline roles.
- A policy register with versions and acknowledgements.
- A compliance calendar with owners and reminders.
- A driver and vehicle document tracker.
- A contractor register and verification checklist.
- A records standard for hubs and head office.
- An internal review checklist and schedule, in your system or on GullyHR.
Step by step
How We Work
List What You Hold
We list the documents, registers and policies you have today, by hub, and who holds each.
Decide Owners and Dates
We help you assign an owner and a due date to each item, and write the calendar.
Write or Tidy Policies
We draft or revise policies in plain language, which your management reviews and approves.
Set Up Tracking
We configure the tracker and reminders in your system or on GullyHR, and brief the owners.
Review
We record where you stand before we begin, then check a few hubs against the standard after a cycle.
The difference
Replace Memory With a Calendar
A written system helps your business:
We do not promise outcomes. We record a baseline before work starts, covering documents found expired or missing, the share of items with a named owner and the time taken to produce a requested record, and report against it, so you can see what changed and what did not.
- See which licences and records fall due, and who owns each.
- Apply one policy at every hub.
- Show who received which policy.
- Know what the contractor holds for you.
- Respond to customer requests for records without a search.
- Find gaps yourself before others do.
Find your fit
Who This Service Is For
Fleet and Transport Companies
Keep driver and vehicle records current and visible.
Warehouses and Third-party Logistics Firms
Hold safety, training and contractor records in order for customer audits.
Courier and Last-mile Operators
Bring station-level records into one view.
Operators with Many Contractors
Know what each agency holds and has verified.
Growing Businesses with First Policies
Put the basics in writing before the number of hubs multiplies.
How it usually shows up in logistics and transportation
The paperwork in a logistics business is spread across the road, the hub and the office. Driver licences, medical fitness records, vehicle-related documents, contractor agreements and registers, safety and training logs, and attendance and wage records all have their own renewal dates and their own holders. Policies on duty hours, vehicle use, fuel, advances, customer-site conduct and mobile phone use are often unwritten or exist as a circular on one hub's notice board. Versions vary between locations, and staff cannot say which is current. The compliance calendar is carried in the head of an administrator, and the date something falls due is noticed when a customer, an auditor or an inspector asks for it. Contract manpower adds another layer: the agency keeps part of the records and the company is expected to know what they contain. Where the question is what applicable laws and sector rules ask for, businesses often rely on habit rather than a reviewed list.
Common challenges
Where it goes wrong in logistics and transportation
Licence and document expiry is unwatched
Driver licence, fitness and permit dates are noticed late, when a vehicle is already on the road.
Policies differ by hub
The advances, fuel and phone-use rules change from one location to the next, and nobody knows which is current.
The calendar sits with one person
Renewals and returns are remembered by an administrator rather than listed with owners.
Contractor records are not seen
The agency holds registers and the company cannot show what they contain.
A better process
What a working version looks like
- 01
Write the core policies
Duty hours, vehicle use, fuel, advances, customer-site conduct and phone use, in plain language with one current version. The policy manual holds them.
- 02
Keep a compliance calendar with owners
Each recurring obligation listed with a date, an owner and the evidence to keep. The compliance framework helps build it.
- 03
Track document expiry with alerts
Licence, fitness and similar dates held in one place, with reminders sent ahead. Policy and document software can serve.
- 04
Acknowledge policies
Staff confirm they have read the current policy, with a record by name and date.
- 05
Review the contractor file
A periodic look at what the agency holds for the people working at your sites, by sample.
What to check this week
- Ask who knows when each driver's licence and fitness record expires.
- Compare the advance and fuel rules written at two hubs.
- List the obligations that fall due in the next month and their owners.
- Check whether you could produce the contractor registers for one site today.
- Ask a qualified professional to review your compliance list against the rules that apply to you.
Confirm with a qualified professional. What applies depends on your establishment, your state and your sector, and it changes. This page describes a practice; it does not state a legal position.
What this looks like in logistics and transportation
The parts of policies, compliance and governance that are specific to this sector, rather than general.
Driver Hiring and Licence Records
The single most critical record in the business.
What this coversHide
Driver Hiring and Licence Records
The single most critical record in the business.
What this coversHide- Driver requisition
- Licence verification at hiring
- Licence category and validity
- Licence expiry tracking and alerts
- Medical fitness records
- Background verification
- Driving assessment
- Induction and route familiarisation
- Badge and permit records where applicable
Questions on this, in logistics and transportation
No. GullyHR is not a legal practice and does not give legal advice. We help you organise records, owners and dates, and you should confirm the obligations that apply to your business with a qualified professional.
Duty and rest practice, vehicle checks, fuel and toll cards, advances, customer-site conduct, phone use, accident reporting and who to call. We help you write it in plain language, with your approval.
Hold each licence as a dated record per driver with a named owner and a reminder that goes out well before expiry. The tracker can be set up in your system or on GullyHR, and the renewal itself remains with you and the driver.
We can review a sample of files against the standard we agree with you and report what is missing. That is an internal readiness check and not an audit or certification.
You can set a register and a checklist of what you expect to see from each contractor. What the contractor must hold under law is for the contractor and your advisers to confirm.
Through short versions in the local language, briefings at the yard or at shift start, and a mobile acknowledgement where that is possible. We help you record who has received each policy and on what date.
Licence, identity, address, fitness, verification record, induction and training records and any permits that apply. A qualified professional can confirm the complete list for your operations.
Hold the dates in one place with reminders ahead of expiry and a named owner for each alert. A spreadsheet works for a small fleet, and a system suits a larger one.
Duty hours and rest, vehicle use, safety, advances and recoveries, conduct at customer sites and the handling of incidents. Write these first.
Agree what the agency must provide, ask to see it on a schedule and keep a copy of what matters. The company still needs to know what is in the record.
Once a year, or when operations change, with a version number and an acknowledgement from staff each time.
Make Your Records Show Themselves When Asked
If the compliance calendar lives in one person's head, the first step is to write it down and give each item an owner.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book a Policy and Compliance Consultation
Tell us about your records, your hubs and how policies are shared today.
The general method — what policies, compliance and governance covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr policies and governance page. What is above is the part that differs for logistics and transportation.
To run this in a system rather than on paper, see policy and document centre.
Other HR topics for logistics and transportation
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.
See all HR topics for logistics and transportation, or another industry.