Transport & Logistics Document Roadmap

📁 File Directory Structure

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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

Ref	Document	Purpose
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


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

Legacy Launchpad

🚛 Transport & Logistics

📋 Document Roadmap

Phase 1: Registration & Compliance (12 docs)

Phase 2: Contracts & Client Docs (10 docs)

Phase 3: Human Resources (12 docs)

Phase 4: Operations & Fleet Management (15 docs)

Phase 5: Health & Safety (10 docs)

Phase 6: Finance & Suppliers (10 docs)

Phase 7: Assets & Equipment (8 docs)

Phase 8: Forms & Templates (7 docs)

📁 File Directory Structure