Tools · Templates
Operational templates
Working documents drawn from real depot practice: free to download, edit and make your own. No sign-up, and nothing is tracked when you download them.
For operators
The paperwork that prevents disputes
Six documents that close the most common gaps: unrecorded handovers, unwritten route knowledge and escalations without a trail.
Driver onboarding checklist
A practical starting checklist for onboarding: right to work, licence check, insurance position, paperwork and the day-one briefing. Adapt it to your contractual model, licence, insurance and client requirements.
Every new driver, before day one
Download (.docx) ↓Vehicle handover form
A dated condition record each time a van changes hands, with a walk-round grid and photo prompts. A photo taken at handover settles most damage disputes before they start.
Every handover and return
Download (.docx) ↓Incident report form
A structured account of accidents, injuries, theft and aggressive incidents: facts, people, evidence and notifications, completed within 24 hours.
Within 24 hours of any incident
Download (.docx) ↓Route issue log
One line per recurring problem on a route: locked gates, broken intercoms, PCN hotspots, safe places. It turns one driver's knowledge into the operation's knowledge.
Kept per route, reviewed monthly
Download (.docx) ↓Absence record
A simple dated record of absence and lateness kept per person, with notice given and cover arranged. Consistent records protect both sides.
Ongoing, per person
Download (.docx) ↓Depot escalation record
For problems raised with a depot, client or network that were not resolved on the day. A dated written trail changes how seriously an issue is treated.
When a raised issue is not resolved
Download (.docx) ↓For drivers and subcontractors
Get paid what was agreed
Two documents that keep the money conversation factual: a weekly statement agreed before invoicing, and an invoice that looks the part.
Weekly driver statement
A one-page weekly summary of days, volumes and adjustments, agreed and signed by driver and operator before invoicing. Agreeing the numbers weekly prevents month-end disputes.
End of every working week
Download (.docx) ↓Subcontractor invoice
A clean, professional invoice for self-employed delivery work, with the totals, payment details and trading-disclosure notes in the right places.
Whenever you bill for completed work
Download (.docx) ↓These templates are operational aids based on practical experience, not professionally drafted legal documents. Adapt them to your own operation, and take legal or accounting advice where a situation requires it. See also the true earnings calculator for what the work is really worth.
Templates fix the paperwork, not the operation
If the same problems keep filling the forms in, the issue is upstream. An advisory session looks at why.