Changing travel culture in your business
In this guide:
- Workplace travel planning
- Advantages and benefits of workplace travel plans
- Design a successful travel plan
- Changing travel culture in your business
- Cycling and walking in workplace travel planning
- Public transport benefits for staff
- Car sharing options for your staff
- Car parking in your workplace travel plan
- Developing a sustainable transport policy for our employees - Allstate NI (video)
Advantages and benefits of workplace travel plans
Business advantages of managing work-related travel for your staff, your business reputation and the local environment.
Operating a workplace travel plan can bring many benefits for your business and your staff. In particular, it will save your business money and reduce the impact it has on the environment, for example by reducing greenhouse gas emissions.
By managing business travel needs and associated costs, and promoting sustainable alternatives through a travel plan, you will also demonstrate corporate social responsibility while improving staff engagement and retention.
Business benefits of a workplace travel plan
For your business a workplace travel plan can:
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save money on the cost of providing and maintaining parking spaces
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solve problems caused by demand for parking
- cut mileage claims and other business travel costs
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reduce staff downtime spent travelling on business
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reduce the costs of running a fleet
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solve delivery and customer access problems caused by traffic congestion on and around your site
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improve your image with both customers, suppliers and neighbours
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improve staff health and reduce absenteeism
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help recruit and keep staff by making journeys to work easier and cheaper, and improving your image as a responsible employer
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improve your corporate social responsibility reputation, including meeting environmental targets - see corporate social responsibility
Employee benefits of a workplace travel plan
For your staff a workplace travel plan can:
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reduce the cost of travel to work, or even remove the need to own a car
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reduce journey times to work
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provide a better work-life balance through flexible working and less need to travel on business
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provide benefits to a wider range of people by shifting from travel perks based on seniority to incentives for sustainable travel available to all staff, including those without a car
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ensure parking for those with most need of a vehicle
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help provide less stressful options for travel to work
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give opportunities to build healthy exercise into daily life
Workplace travel plans can also contribute to a planning application for a new site or for new accommodation on your current site.
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Design a successful travel plan
Tips on how to create, embed and measure a good workplace travel plan to give it the best chance of long term success.
Businesses of different sizes and locations will have different measures of success for a workplace travel plan, but the key features to include for a successful travel plan include:
- Buy-in from management - this will ensure enough resources are allocated. Managers should also lead by example by committing to travel sustainably.
- Buy-in from staff - if your business is large enough, you could use a steering group with representatives from different areas of the business to gain 91Ï㽶»ÆÉ«ÊÓƵ.
- Allocation of staff time - setting up and running a travel plan will take time and effort, for example conducting a staff travel survey or setting up a car share register. You should 91Ï㽶»ÆÉ«ÊÓƵ a specific member of staff to implement the travel plan.
- Allocation of money - your travel plan co-ordinator will require a budget to cover things like a travel survey and publicity materials. Many times a travel plan will pay for itself, for example reducing business travel in private cars will cut mileage claims, or holding online meetings which save on the cost of flights.
- A long-term strategic approach - changing the culture of your business will require long-term communication, backed up by encouragement and incentives. Consider reviewing targets in the light of annual monitoring surveys - see changing travel culture in your business.
- Local alliances - consider drawing upon local 91Ï㽶»ÆÉ«ÊÓƵ, for example your local council, chamber of commerce, or business groups - they may be able to offer practical tips or grants. You may be able to negotiate discounts with transport providers and local cycle shops etc or liaise with other local businesses that have travel plans in place.
- Information gathering - find out more about the travel habits of those coming to your site and the transport possibilities in your local area. This will help you to establish a baseline to monitor the progress and success of your travel plan.
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Changing travel culture in your business
Change your workplace travel culture through incentives, flexible and home working and investing in videoconferencing.
Moving away from a culture of single occupancy car use is essential to a successful travel plan, but it's also a challenge. Businesses often provide company cars as part of employment packages or set high mileage reimbursement rates as a 'perk'.
On the other hand, high quality potential employees can be attracted by your business reputation for staff care and the local environment. Making it easy for your employees to make alternative choices can help to reduce their reliance on car travel.
Promotion and incentives
How you pitch the plan is vital to its success - it needs to be promoted in a positive way. Energetic marketing campaigns will encourage strong uptake. Focus on the personal benefits that changing travel patterns could have for your employees - like saving them money and having a healthier, less stressful life.
You could use a variety of marketing tools and techniques, such as:
- branding the plan
- using promotional events
- staff incentives, special offers and prizes
- involving your business in external competitions
Induction packs for new starters should also include comprehensive information about sustainable travel options.
You need to commit to a long-term communication effort to ensure that the message stays fresh and that travel patterns change.
Flexi-time and home working
Flexible working, including home working, is a viable option for many businesses even if it is just for short defined periods. It also ties in with wider business objectives such as committing to improving work/life balance.
You could also consider staggering shifts or start and finish times to maximise the use of public transport and to avoid peak travel times.
Video conferencing
Videoconferencing can be a very efficient alternative to face-to-face meetings which would require time-consuming and costly travel.
Plenty of free video call options are available through popular internet companies, allowing any business to get started with minimum cost. Technical advances mean documents and graphics can be easily displayed within calls, and meetings can be recorded for later use.
Investing in conference phones, videoconference suites and business-licensed conferencing software and technical infrastructure is an important step if you want to embed this in your everyday business culture. Return on your investment costs can be assessed against travel costs saved.
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Cycling and walking in workplace travel planning
Helping your staff to cycle or walk to work can lead to 91Ï㽶»ÆÉ«ÊÓƵing a healthier and more productive workforce.
The health benefits of walking or cycling to work are proven. Public Health Agency guidance shows that 30 minutes of moderate exercise five times a week cuts the risk of developing serious illnesses by up to half. Your business and staff will benefit from establishing a culture where walking and cycling into work becomes part of an everyday routine.
Cycling to work
There are practical measures which you can take to increase cycling journeys among your staff. Carrying out a staff survey can help you to prioritise what measures you need to take.
Investing in secure and sheltered cycle parking can make a big difference to employees' choice to cycle to work. Bicycle theft is common in Northern Ireland, especially from on-street cycle stands and in areas with poor security monitoring. Making a bicycle shelter available in an off-street location will make cycling more attractive to your staff. Many businesses in Northern Ireland have invested in lockable bicycle cages for additional security.
Providing additional facilities such as showers, changing rooms and lockers can also encourage longer journeys. You should also consider whether high-profile bicycle parking outside your premises can attract customers.
Pushing for improved cycle routes around your premises and on regular routes to work can also make cycling more attractive. In leased or shared business centres talk to the landowner about improvements that your business needs. Larger businesses with their own premises may invest in dedicated cycling routes within their grounds.
Safety is a major barrier to cycling to work, particularly in areas of Northern Ireland where cycling infrastructure is poor or non-existent. Contact the Department for Infrastructure (DfI) and your local district council about improving cycling infrastructure in the area, or to discuss issues that arise with roads and junctions around your workplace.
Cycling training can be provided to help staff gain confidence - . Promoting cycling to work can include regular cycling events, taking parts in external 'cycle to work' competitions with other businesses and getting involved with events like .
As an employer, you are entitled to lend your employees bicycles and related equipment tax-free. Providing cycle parking is also tax-exempt. Alternatively, the Cycle to Work scheme offers a way to dramatically cut the cost of cycles to employees. Typical savings are between 30 and 50 per cent - .
You should also consider setting up a bicycle users' group (BUG). A BUG enables employees to swap knowledge about things like the safest routes to work, and to give ongoing feedback on improvement which may be needed.
Walking to work
The option of walking to work may be cheaper than other transport but some crucial barriers remain. Assessing certain factors in your workplace travel plan can help to make it more attractive to staff.
- Well-lit routes - is the lighting around your building and nearby streets adequate? Report problems to the landowner, your council or DfI if staff don't feel safe due to dark sections of their walking routes.
- Route planning - building in walking as part of a longer journey eg from a public transport hub to your premises will be more attractive with a direct route. Help your staff to see the options with route maps and push for local infrastructure improvements, for example safer crossings on busy junctions and new traffic-free bridges over local rivers or roads.
Sustrans provides.
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Public transport benefits for staff
Practical tips to increase public transport use among your staff by promoting available tax benefits and cost savings.
Many areas of Northern Ireland benefit from good quality public transport, especially with the railway network, the Metro bus network in Belfast and future plans for the expansion of the Belfast Bus Rapid Transit system, Glider. However the rural nature of much of the country means public transport isn't the first option for many people.
Some employees may take some persuading to convince them to use public transport. Common complaints include:
- fare costs
- infrequent or unreliable services
- feeling of safety at stations
- inconvenience compared with other options
Promoting public transport
Public transport plays an important role in reducing congestion in our urban areas and benefits public health by encouraging walking and cycling as part of door-to-door journeys. Some things you could do to encourage greater use of public transport might include:
- securing a discount ticket deal that covers a range of fares from daily to annual season tickets
- offering an interest-free loan to boost take-up of season tickets
- negotiating with Translink and other transport operators about rescheduling services, extending bus routes, organising new bus services or improving station facilities
- offering a free minibus service from local train and bus stations
Making your staff aware of the many 'Park and Ride' locations around Northern Ireland can help to reduce car travel - .
Any service improvement needs to be backed up by strong marketing to ensure people have access to up-to-date information, eg timetable changes. Consider displaying information on your intranet, if appropriate, or distribute it in leaflet or poster form. It's essential you actively promote services to increase uptake.
Translink offer several options for discounted travel over long periods, such as . You can .
Tax benefits of travel plans
You can take advantage of exemptions from tax or National Insurance contributions in certain situations. For example, if you provide work buses with more than nine seats or if you provide interest-free loans - up to £5,000 a year - to buy season tickets.
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Car sharing options for your staff
Car sharing benefits to businesses and employees, how to make journey choices and finding Park and Share car parks.
Car sharing - also known as lift-sharing, carpooling or ride-sharing - is when two or more people arrange to share a car journey. Car sharing can help your employees and your business cut back on car use, for both commuter journeys and business-related travel. This saves your staff money and helps to cut congestion and pollution in Northern Ireland.
Informal car sharing, where employees share with colleagues, neighbours or family members has always been a crucial part of NI's transport system. This is usually 91Ï㽶»ÆÉ«ÊÓƵed by notice boards in business premises which are a good place for employees to find colleagues looking to share journeys. The growth of the internet has seen the development of a more widespread use of car sharing 91Ï㽶»ÆÉ«ÊÓƵed by online notice boards which can help staff to find car sharing matches both inside and outside the business.
There are two main types of car sharing:
- Open car sharing - where anyone in a defined geographical area can join a sharing scheme. This involves no input from the employer, and is likely to be most appropriate for small businesses if the staff don't live near each other.
- Closed car sharing - where a business sets up an in-house car-matching scheme.
You can find out more about car sharing and join local schemes with .
Car sharing in NI is encouraged by the Department for Infrastructure with dedicated 'Park and Share' car parks at key road junctions. These act as meet-up points for sharers - .
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Car parking in your workplace travel plan
Managing car parking provision in a sustainable way in your workplace travel plan to promote sustainable travel.
How you manage car parking is integral to your workplace travel plan. Having a zero-parking policy may be an option for businesses in town and city centres where public transport is good. On the other hand, providing plentiful free car parking is likely to encourage your employees to use their cars.
Even if your business offers a lot of parking space, you may struggle to cater for all your staff and visitors. You could also find yourself unable or unwilling to provide more space, due to the expense involved or a lack of available land.
One way to manage car parking is to introduce a needs-based parking permit system. This can allow you to allocate guaranteed parking to those with mobility difficulties, perhaps those who car share or with caring responsibilities, or some employees with a clear business need to access parking facilities on a regular basis.
Alternatively, you could charge staff for car parking. This is unlikely to prove popular with employees unless it is pitched clearly and fairly. It may help to make your staff aware that the business cost of providing each parking space is typically £400 to £1,000 per year.
You could counterbalance parking charges by offering incentives for not driving into work. These can include entry into prize draws, providing shopping vouchers and awarding salary bonuses. You should be aware that salary bonuses are taxable.
You may also consider using the revenue from new car park charges to fund some of your workplace travel plan incentives. This way employees will be able to see the balance of 'give and take' in your travel plan and can help staff to accept change.
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Workplace travel planning
Developing a sustainable transport policy for our employees - Allstate NI (video)
Video case study of how Allstate NI implemented a workplace travel plan to save money for employees and the business.
Glen Burgess, an employee at Allstate NI with responsibility for sustainable transport policies, explains how they created an award-winning workplace travel plan.
Allstate NI, with offices in Belfast, Derry~Londonderry and Strabane, provides software development services and business solutions in 91Ï㽶»ÆÉ«ÊÓƵ of Allstate Corporation's global activities. In 2009 Allstate NI identified transport as a gap in their environmental policies and worked to identify where travel cost savings could be made for their employees and core business.
Here Glen and Managing Director Bro McFerran explain how a successful workplace travel plan benefits the work-life balance of Allstate NI's employees, and can benefit businesses of any size.
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Key documents for transporting goods by sea
Different types of ocean shipping
Key characteristics of the main ocean vessels which your business can use when engaging in international trade.
Many different types of ship are used to transport goods around the world. The differences between them reflect the varied needs of international traders. In particular, different types of ship are used to carry different types of cargo, or to carry cargo in varied ways.
The different types of ship are summarised below:
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Container ships (or 'box ships') carry their cargo packed into standard 20' or 40' containers that are stacked both on and below deck. Smaller 'feeder' ships carry containers on coastal and inland waters.
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Roll-on/roll-off (ro-ro) vessels carry both road haulage and passenger vehicles. For more information about road haulage, see how to move goods by road.
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General cargo ships carry loose-packaged cargo of all types.
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Bulk carriers carry unpackaged goods - usually large volumes of single-commodity goods such as grain, coal, fertilisers and ore.
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Tankers carry liquids (such as oil and gas) in bulk.
Merchant ships primarily do business in two different ways:
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Liner vessels operate on fixed routes, to fixed schedules and usually with a standard tariff. Liner trades are dominated by container ships, roll-on/roll-off carriers and general cargo ships.
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Charter ('tramp') vessels operate entirely according to the demands of the person chartering them. Their ports of loading and discharge are set by the charter, as is their cost, which depends on immediate supply and demand conditions. Most tankers and bulk carriers operate in the charter markets.
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How are goods carried on ships?
The three main ways of loading goods for transport onto a ship - as bulk, break-bulk, or in containers.
There are three main ways in which goods are transported on ships. These affect how different ships are built. For more information, see the page in this guide on the different types of ocean shipping.
Goods shipped in containers
The use of containers dominates commercial international shipping. The advantages of packing goods into containers include:
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the ease of intermodal transit, ie containers can be unloaded from the ship and transferred directly to a road or rail vehicle
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the opportunity to offer consumers a door-to-door service
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speed and efficiency of loading and unloading
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security of goods during transit
There are more than 20 internationally recognised types of container, including refrigerated units and open-topped containers, but there are two basic sizes. Their dimensions in metric terms are:
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20ft: 589cm (l) x 235cm (w) x 239cm (h) - volume 33.2 cubic metres
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40ft: 1,203cm (l) x 235cm (w) x 239cm (h) - volume 67.7 cubic metres
The largest container ships can accommodate more than 20,000 20ft containers.
Goods shipped as break-bulk
Break-bulk refers to any non-bulk cargo that isn't containerised (such as goods on pallets, or in crates or drums or sacks), which is loaded directly into a ship's hold. Break-bulk tends to be used for specialised trades (such as fresh fruit), or for trade to small ports that do not have the necessary infrastructure to handle containerised traffic.
Goods carried as break-bulk can be more susceptible to damage than containerised goods because they are stowed loose in a ship's hold. So strong packaging is essential, as is dunnage (loose packing material), which is placed around the cargo to protect it from damage during transit - see how to label and package goods being shipped out of the UK.
Goods shipped in bulk
Large shipments of certain commodities - such as coal, ore, wheat or oil - are typically carried in bulk, unpackaged in the ship's hold.
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Main international shipping routes
An overview of some of the world's most important maritime trading arteries along which you can transport your goods.
Shipping routes reflect world trade flows. Sailings are most numerous and most frequent on routes where trade volumes are largest and demand is therefore greatest.
In liner trades to and from the United Kingdom, the busiest routes are to the Far East (especially China and Japan), passing through the Mediterranean, the Suez Canal and the Malacca Straits. The North Atlantic route, linking Western Europe and the USA and Canada, is also busy, and there are well-established routes to the Middle East, India, Australia and New Zealand, Central and South America, as well as to East and West Africa.
There are direct liner services from the UK to most other countries, and certainly to all the main trading economies. However, if your cargo is destined for a smaller port in one of these countries or for a port in a country with little trade with the UK, there may not be a direct sailing available. In this case, your cargo will need to be transhipped to another local sailing at the end of the ocean voyage.
In-bulk trade routes reflect the places of origin and consumption of the commodities carried. For example, many of the main oil routes begin in the Middle East and end in developed countries where demand for oil is greatest.
There will usually be a range of routes by which your cargo can reach its destination. It's worth exploring all the options available to find the one that best suits your needs in terms of price, speed, safety and contractual stipulations. This can be done by directly contacting those shipping companies that advertise sailings to your destination or by engaging freight forwarders to make arrangements for you - see using brokers and forwarders.
Find an .
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Costs of ocean shipping
The main factors behind differing costs of shipping, and how different shipping operators set their prices.
There are two main elements to the cost of transporting goods by sea - the ocean freight charged by the carrier, and costs associated with handling and clearing the goods at the ports of loading and discharge.
A number of factors can influence how these charges are calculated:
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for liner traffic, freight is usually charged according to the shipping company's standard tariff, although larger or frequent shippers and freight forwarders may be able to negotiate preferential shipping rates
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charter rates for other vessels depend on supply and demand conditions prevailing at the time when the charter is negotiated
However, there are many other factors that can impact on the final price, including:
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different rates for specific goods and general cargo
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congestion charges at busy ports
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currency adjustment factor, to take account of exchange rate changes during the journey - shipping costs are usually calculated and quoted in US dollars
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bunker adjustment factor, to take account of fuel price fluctuation
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surcharges (like a security surcharge) levied by ports and/or by the shipping company to cover the costs of particular regulatory regimes
Another factor that affects the cost of shipping containerised cargo is whether or not you have a full container load to transport. Shipping companies' tariffs are based on flat per-container rates, so it is clearly most economical to ship your goods in containers that are full. If you have a less-than-container-load consignment, it may be worth consolidating your cargo with that of other traders, so you'll only pay for the weight or volume (whichever is greater) of your own goods.
Working out the most cost-effective way to ship your goods around the world can be a complicated task. As with most services, you can research the options yourself or pay a third party (such as a freight forwarder) to handle these issues for you, finding transport modes and routes that suit your needs - see using brokers and forwarders.
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Key documents for transporting goods by sea
The paperwork involved in sending your goods by sea including the Standard Shipping Note and downloadable examples.
As with most aspects of international trade, using ocean shipping to transport your goods involves the completion of specific documents. The list below shows the key documents, but is not comprehensive.
Export Cargo Shipping Instruction
An Export Cargo Shipping Instruction (ECSI) is the document by which you . It follows up on the initial booking, when space will have been confirmed on particular sailings. The process is often concluded by telephone.
You are not required to use an ESCI, but it's good exporting practice to do so because it's a helpful checklist at the planning stage.
In addition to an ESCI you will also need one of the following:
Standard Shipping Note
You'll need a Standard Shipping Note (SSN) if your goods are non-hazardous. This gives the port of loading the information it needs to handle your goods correctly. The SSN is also used by the shipping company to check the actual information about the goods once they have been loaded into the container with the predicted information supplied beforehand.
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Dangerous Goods Note
You'll need a Dangerous Goods Note (DGN) if your goods are hazardous. This document details the nature of any dangerous goods in a consignment and the hazards presented by them.
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In addition to an SSN or DGN, you will also need one of the following:
Bill of Lading
A Bill of Lading is issued by the carrier and serves three purposes. The Bill of Lading will:
- show that the carrier has received the goods
- provide evidence of a contract of carriage
- serve as a document of title to the goods
Sea Waybill
A Sea Waybill fulfils the same practical functions as the bill of lading, but does not confer title to the goods and is therefore quicker and easier to use. It's often used where there's a well-established trading relationship between buyer and seller or in transactions where ownership doesn't change hands, for example between divisions of a single company.
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Cargo insurance for goods at sea
How to make sure your business gets the right insurance cover for your international maritime goods transit.
As with any commercial transactions, there are risks associated with trading internationally and it's important to arrange appropriate insurance cover. You're likely to see the phrase 'marine insurance'. This doesn't only apply to ocean shipping - it also covers transport by road, rail and air.
Shipping companies' liability for the cargo they carry is set by various international conventions and does not always equate to the full value of the goods. The level of protection this offers varies from market to market, so you should check what the position is - see transport insurance.
Contracts of sale and insurance
The main risks that arise in international trade are loss, damage and delay (including detention at customs). How these risks are shared between buyers and sellers should be covered in the contract of sale (not the contract of carriage), using Incoterms.
Incoterms are a standard set of trading terms that indicate precisely when responsibility for costs and risks shifts from seller to buyer. This affects your insurance, because the more costs you're responsible for, the greater the insurance cover you'll need. For example:
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In an ex-works transaction, the seller is considered to have delivered the goods once they've been made available for collection at the factory or warehouse. From that point on, risk passes to the buyer, so the buyer should insure the journey from that point.
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With a delivered-duty-paid (DDP) sale, the risk only passes to the buyer once the goods have arrived at their place of destination and have been cleared for import. In this case, the seller should insure the journey up to that point. There is no obligation under DDP for either buyer or seller to contract for insurance. Only two terms in Incoterms - CIF and CIP - require insurance to be contracted - in both cases it is the seller's obligation. For all other Incoterms, it is recommended that buyer and seller agree who will be responsible for taking out insurance to cover the safe delivery of the consignment.
For more information, see our guide on international commercial contracts - Incoterms, but be aware that Incoterms are terms for contracts of sale and they do not apply to contracts of carriage. You are advised to check whether the Incoterm you currently use continues to apply.
Traders often tend to under-insure themselves, so it's recommended that you add 10 per cent to the amount of cover you think you need. You can also arrange cover for contingencies, for example the buyer refusing to accept your goods when they arrive.
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Insurance and medical documents for drivers
Passports, visas, Driver CPC and licence requirements
The types of travel documents you'll need for road journeys from the UK that cross international borders.
You must carry certain documents with you if you drive or travel as a passenger in a commercial vehicle carrying goods between countries.
Driving licences and international driving permits
You will need to carry your United Kingdom driving licence with you. You must have .
You do not need an (IDP) to drive in the European Union (EU), Iceland, Liechtenstein or Switzerland.
You might need an IDP to drive in some EU countries and Norway from 1 January 2021 if you have:
- a paper driving licence
- a licence issued in Gibraltar, Guernsey, Jersey or the Isle of Man
Check with the .
You do not need an IDP to drive in Ireland if you have a UK driving licence.
Driver CPC for lorry drivers
You need a to drive a lorry professionally in the UK, the EU, Iceland, Liechtenstein, Norway and Switzerland.
You must carry your Driver CPC card (sometimes called a ‘driver qualification card’ or ‘DQC’) with you.
If you work for a UK company and have a UK Driver CPC card
You can still use your UK Driver CPC card to drive to or through EU countries for all international journeys that UK companies are allowed to make.
If you work for an EU company and have a UK Driver CPC card
Your UK Driver CPC card may no longer be recognised in EU countries.
Check with the relevant organisation in the country where you live and work to find out what you need to do.
Drivers’ hours documents and tachographs
If you drive a goods vehicles over 3.5 tonnes on international journeys you must follow .
You must have:
- tachograph charts and any legally required manual records for the current day and the previous 28 calendar days
- the driver’s digital smart card, if you have one
You must record annual leave or sick leave by either:
- using a tachograph’s manual inputs
- making a manual record of it on an analogue record sheet or on digital printout paper
This has replaced using an ‘attestation form’ to record this information.
Passports
You must have a valid passport - even if you’re a passenger or crew member.
Check the expiry date and .
On the day you travel, you’ll need your passport to:
- have at least six months left
- be less than 10 years old (even if it has 6 months or more left)
If you do not renew it, you may not be able to travel to most EU countries, Iceland, Liechtenstein, Norway and Switzerland.
It usually takes three weeks if you need to renew your passport. There’s a premium service if you need it sooner.
These rules do not apply to travel to Ireland. You can continue to use your passport as long as it’s valid for the length of your stay.
Visas
You are able to work in the EU without a visa if do not spend more than 90 days in the EU within any 180-day period.
Check the for the countries you’re planning to visit.
Travel to Ireland is not affected - you can travel and work there in the same way as before.
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Insurance and medical documents for drivers
Drivers of goods vehicles must be aware of the need to safeguard their own and their employers' best interests.
In some countries drivers are held to be legally responsible for their loads, whether or not they know of the contents.
It is a good idea to leave photocopies of all medical, insurance and legal documents as back-up with family or friends in case you should need copies after your company's normal business hours.
In some European Union (EU) and other countries your vehicle must carry warning equipment, such as visibility clothing and warning triangles and spare bulbs.
Vehicle and trailer insurance
A ‘green card’ is proof of motor insurance cover when driving abroad.
You need a green card to drive in:
Albania, Azerbaijan, Belarus, Iran, Israel, Moldova, Morocco, Russia, Tunisia, Turkey, Ukraine.
You do not need a green card to drive in the EU (including Ireland), Andorra, Bosnia and Herzegovina, Iceland, Liechtenstein, Norway, Serbia or Switzerland.
You will need to carry multiple green cards if:
- you have fleet or multi-car insurance - you’ll need a green card for each vehicle
- your vehicle is towing a trailer - you’ll need one for the towing vehicle and one for the trailer or caravan (you need separate trailer insurance in some countries)
- you have two policies covering the duration of your trip, for example, if your policy renews during the journey
You must carry a physical copy of your green card when driving abroad. Electronic versions of green cards are not acceptable.
Make sure your employer has got green cards
Make sure your employer either:
- contacts their vehicle insurance provider at least six weeks before you travel to get a copy
- prints green cards their insurance providers electronically send to them (this does not need to be printed on green paper)
When you will have to show your green cards
You will need to show green cards if you’re involved in an accident.
You may need to show green cards at police checks and at the border when:
- you enter the EU, Iceland, Liechtenstein or Norway
- move between the EU, Iceland, Liechtenstein and Norway
This will depend on the border authorities of each country.
.
What to do if you’re involved in a road accident
Contact your insurance provider if you’re involved in a road accident in the EU.
Any legal proceedings against either the responsible driver or the insurance provider of the vehicle will need to be brought in the EU country, Iceland, Liechtenstein or Norway, depending on where the accident happened. You might have to make your claim in the local language.
You will not get compensation in some countries if the accident is caused by an uninsured driver or if the driver cannot be traced.
if you need more information about this.
Healthcare
You should always get appropriate travel insurance with healthcare cover before you go abroad.
A European Health Insurance Card (EHIC) gives you the right to access state-provided healthcare during a temporary stay in the EU country.
You should continue to use an EHIC. If you , you’ll get a new United Kingdom Global Health Insurance Card (GHIC) instead of an EHIC.
GHICs and most UK EHICs will not cover you in Norway, Iceland, Liechtenstein or Switzerland. If you’re visiting those countries, make sure you have travel insurance with health cover.
Leave photocopies of all medical, insurance and legal documents as back-up with family or friends in case you need copies outside of your company’s normal business hours.
.
Emergencies
Diplomatic consuls in foreign countries can be a valuable first-port-of-call for help in the event of an emergency. There are many things that consuls have the ability to do to help local citizens in difficulty. Find more information on the services from:
- (UK passport holders)
- (Irish passport holders)
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Dangerous goods safety advisers qualifications and training
In this guide:
- How to transport dangerous goods
- Classification of dangerous goods for transport
- Dangerous goods safety advisers qualifications and training
- Documentation when moving dangerous goods
- Marking and labelling of dangerous goods - suppliers' responsibilities
- Packaging dangerous goods for transport
- Radiation screening at ports and airports
Classification of dangerous goods for transport
The nine classes of dangerous goods and how to classify your dangerous goods correctly when transporting them.
The carriage of dangerous goods by road, rail, inland waterway, sea and air is regulated internationally by European agreements, directives and regulations, and parallel legislation in the United Kingdom.
If you're involved in the processing, packing or transporting of dangerous goods, you will first need to classify them correctly so that all organisations in the supply chain, including the emergency authorities, know and understand exactly what the hazard is.
Dangerous goods are assigned to different classes depending on their predominant hazard. The United Nations (UN) classifies dangerous goods in the following classes and, where applicable, divisions:
UN Class Dangerous goods Division(s) if applicable Classification 1 Explosives 1.1 - 1.6 Explosive 2 Gases 2.1 Flammable gas 2.2 Non-flammable, non-toxic gas 2.3 Toxic gas 3 Flammable liquid Flammable liquid 4 Flammable solids 4.1 Flammable solid 4.2 Spontaneously combustible substance 4.3 Substance which emits flammable gas in contact with water 5 Oxidizers and organic peroxides 5.1 Oxidising substance 5.2 Organic peroxide 6 Toxic and infectious substances 6.1 Toxic substance 6.2 Infectious substance 7 Radioactive material Radioactive material 8 Corrosive substances Corrosive substance 9 Miscellaneous dangerous substances Miscellaneous dangerous substances
The consignor - the person or business shipping the goods - is responsible for classifying, marking and packaging the dangerous goods.ActionsAlso on this siteContent category
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Dangerous goods safety advisers qualifications and training
The role of the Dangerous Goods Safety Adviser and how to obtain training for the safe handling of dangerous goods.
Businesses that handle, process or transport dangerous goods on a regular basis must appoint a Dangerous Goods Safety Adviser (DGSA).
You don’t need to appoint a DGSA if:
- you transport smaller quantities of dangerous goods than those in the legislation
- you occasionally transport, load or unload dangerous goods, but it isn’t your main or secondary activities
Role of the Dangerous Goods Safety Adviser
The DGSA has three main duties:
-
monitoring compliance with rules governing transport of dangerous goods
-
advising their business on the transport of dangerous goods
-
preparing an annual report to management on the business' activities in the transport of dangerous goods
The DGSA is also responsible for:
-
monitoring procedures and safety measures
-
investigating and compiling reports on any accidents or emergencies
-
advising on the potential security aspects of transport
These regulations can apply to any person who allows dangerous goods to be carried, not just the transport operator. This could include cargo consignors, freight forwarders, warehouse workers and manufacturers producing goods that will be collected from their factory.
Training for Dangerous Goods Safety Advisers
DGSAs must:
-
obtain a vocational training certificate after receiving appropriate training
-
pass a written examination
The Department for 91Ï㽶»ÆÉ«ÊÓƵ approves the mandatory DGSA exams. It has . SQA sets, marks and organises the exams, and issues the vocational training certificates for the whole of the United Kingdom, and the certificates are recognised in all European Union member states.
Training courses for DGSAs are run by independent providers and by the trade associations for each mode of transport. Course lengths vary from two to five days, depending on the mode(s) of transport covered.
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Documentation when moving dangerous goods
What documents are needed to accompany dangerous goods in transit and how your business can obtain them.
When dangerous goods are transported, the consignment must be accompanied by a transport document, declaring the description and nature of the goods. Documentation must be in accordance with the specifications set by the dangerous goods regulations applicable to the chosen mode of transport.
The transport document must be completed and signed by the consignor - ie the person or firm from whom the goods have been received for transport. Legislation contains an example of a multimodal dangerous goods transport document, and describes occasions when the document may not be required, for example for limited quantities.
To move air cargo that is classified as dangerous a dedicated air transport document such as must be used.
Find out more about the Dangerous Goods Note.
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Marking and labelling of dangerous goods - suppliers' responsibilities
Make sure you correctly identify your dangerous goods on labels and packaging when transporting them.
As well as the requirements specific to their transportation, suppliers of dangerous goods are required by law to label their hazardous products and packaged chemicals with hazard symbols, warnings and safety advice. A range of internationally recognised symbols has been developed so that people handling the goods know the nature of the hazard they present.
For more information you can .
Manufacturers must also include instructions for use, either on the label or on a leaflet supplied with the product. Suppliers must provide material safety data sheets for dangerous products used in the workplace.
For chemicals, the .
Safety labelling requirements may vary between third countries so you are advised to check requirements in destination countries before you move your goods. For example, the USA has different requirements from most European countries, so although dangerous goods from America can be moved with their labelling, it is likely that you will have to relabel them before you can supply them in the European Union.
For information on how to label your goods correctly, see our guide on how to label and package goods being shipped out of the United Kingdom.
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Packaging dangerous goods for transport
The rules on packaging dangerous goods, how the rules are administered, and what packing products should be used.
If you trade in dangerous goods, you must comply with packaging requirements contained in the relevant legislation in order to transport goods safely - see the regulations for air, sea, road and rail transport.
Packaging rules for dangerous goods
Packaging (other than for limited and excepted quantities) has to be designed and constructed to United Nations (UN) specification standards and must pass practical transport related tests such as being dropped, held in a stack and subjected to pressure demands. It must also meet the needs of the substance it is to contain. Packaging must be certified by a national competent authority.
UN approved packaging is marked with the prefix 'UN' and followed by codes that are listed in the relevant regulations relating to the national and international carriage of dangerous goods by road, rail, air and sea.
The Vehicle Certification Agency (VCA) Dangerous Goods Office has responsibility for the certification of dangerous goods packaging within the United Kingdom. You can .
Packaging must also bear the correct label or labels for the substance in the package.
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Radiation screening at ports and airports
Incoming freight, vehicles and passengers and pedestrians are routinely screened for radiation at UK ports and airports.
Programme Cyclamen forms a key part of the government's counter-terrorism strategy. It involves the screening of incoming freight, vehicles, passengers and pedestrians to detect and deter the illicit importation of radioactive and nuclear material by terrorists or criminals.
The programme is jointly managed by the Home Office and United Kingdom Borders Agency (UKBA). The Home Office has the lead responsibility for implementing the programme at ports and airports whilst UKBA is responsible for operating the equipment and for the initial detection of any imported radiological or nuclear material.
Countries including Finland, Russia and the USA use similar equipment and procedures.
How radiation screening operates
Fixed radiation detection equipment has been installed at ports and airports. There is also mobile capability 91Ï㽶»ÆÉ«ÊÓƵing the fixed portals ensuring that air, sea and Channel Tunnel traffic entering the UK is subject to screening.
The equipment is entirely passive and is able to detect radiation emitted from the vehicle or object being examined. The equipment doesn't emit radiation and there is no effect on any object or person passing through the detection system.
If an illicit source is suspected or found, specialist authorities will ensure that these incidents are dealt with quickly and safely, minimising the risk and inconvenience to the public.
Sources of radiation
Some radioactive material may be carried legally by approved operators, whilst some foodstuffs, ceramics, and other items naturally emit radiation. In addition, a number of medical treatments emit radiation.
The screening equipment can identify a wide variety of radioactive sources and action is taken to ensure that legitimate importations can pass through quickly.
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The costs of using a freight forwarder
Freight forwarding services
Forwarders deal with many transport and trade issues such as import and export documentation and customs clearance.
The role of a freight forwarder is to help importers and exporters transport their goods.
The freight forwarder's main responsibilities
Most freight forwarders are likely to specialise in particular service areas, modes of transport or markets. Freight forwarders are often seen as the travel agents of international trading.
If you have a consignment of goods you need to move from country A to country B, a forwarder will identify and book the best routes, modes of transport and specific carriers for you dependent on your requirements. Many transport and logistics operators also offer freight-forwarding services.
Using a forwarder can cut your costs. Because they arrange for the transport of huge numbers of consignments, they can consolidate loads going to a single destination to keep freight charges down for individual traders. You should compare prices from a range of suppliers to find the best level of cost and service for you.
Other services freight forwarders provide
Freight forwarders typically offer a wide range of secondary trade-related services as well as their core transport ones. These include:
-
customs clearance - forwarders can complete customs paperwork on your behalf, and pay any taxes or duties owed
-
other documentation issues - for example Bills of Lading, or any documents required by banks before payment is released
-
insurance - many forwarders will be able to supply insurance services
-
inventory management
-
logistics and supply-chain management of value-added activities
Bear in mind that you'll also be able to use your forwarder as a valuable source of information and advice about the international trading process. This can be particularly useful for businesses that are new to international trade.
For example, you can ask a forwarder as part of your contract to help you ensure your goods are properly packaged and labelled for export.
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-
Freight forwarders and customs agents and brokers
The role of freight forwarders, customs agents and brokers for customs clearance and transporting goods.
For many traders, the most important category of trade-related service providers is freight forwarding.
In addition to arranging transport for your goods, freight forwarders also offer a range of other services - from customs clearance and trade documentation to insurance and supply-chain management. While many forwarders offer a range of services, customs agents and customs brokers provide a different service.
Customs agents and customs brokers fulfill similar roles to each other and the terms are often used interchangeably.
What is the difference between a freight forwarder and a customs agent or broker?
While a freight forwarder will arrange for your goods to be transported from one country to another and typically provide other services as well (such as customs clearance), customs agents and brokers make sure that your goods can be cleared through customs en route to the final place of delivery in the United Kingdom.
Agents and brokers in the UK usually operate as direct representatives, but they can also act as indirect representatives. A direct representative acts in your name and can't be held liable for your customs debt. An indirect representative acts in their own name but on your behalf. They can be held liable for your customs debt.
Most freight forwarders also offer customs clearance services. However, you should note that in some countries outside the UK customs broking is a licensed profession. This means you'll be limited in the range of people you can appoint to clear your goods through customs for you. However, when most consignments arrive at their final port/airport of destination, they are customs-cleared by the importer in conjunction with their locally appointed customs broker.
Whether you decide to use a freight forwarder or a customs broker or agent, make sure that you provide them with full and accurate information. The key things to provide are a copy of the commercial invoice and the tariff classification code for your goods - unless you have asked them to classify the goods for you.
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Advantages and disadvantages of using a freight transporter
Balance the expertise and time you have against the convenience and savings a freight forwarder may offer.
When transporting your goods around the world, you can manage the process yourself or outsource your transporting needs to a freight forwarder.
The factors you should consider when deciding if you should use a freight forwarder include:
-
the scale or complexity of your transport needs - the more complicated your requirements, the more likely you are to benefit from using a specialist service
-
whether you have the expertise or experience to arrange transport yourself - remember you also have to consider technical requirements such as customs clearance procedures
-
whether you have the time and expertise to manage the process yourself
-
cost - freight forwarders may be able to offer lower freight rates than you can negotiate with carriers, but you should be clear about all fees and surcharges you'll be liable for and about the level of service you'll receive
-
the possible convenience of using a freight forwarder to handle most or all of your trade-related services rather than having to manage multiple service providers
-
whether you can comply with security arrangements and labelling rules for your goods
As with most business decisions, it's a matter of weighing up the advantages and disadvantages. There is no simple answer. The cost/benefit equation will differ from business to business, and possibly also from transaction to transaction.
Bear in mind that you may be able to gain valuable advice from your freight forwarder. In the same way that accountants are often a useful source of general business advice, working with a freight forwarder can be a good way of learning about international trade.
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-
Finding and choosing a freight forwarder
How to conduct effective research when drawing up a shortlist to compare what different freight forwarders are offering.
As with all aspects of international trade, it pays to do your research before choosing a freight forwarder to look after the transportation of your goods. Draw up a shortlist of at least three and compare them before selecting one.
How to find freight forwarders
There are many bodies that can help you search for freight forwarders, including:
-
experienced exporters - preferably those in your sector, whose freight needs are likely to be similar to yours
-
your trade association - it should be very familiar with the freight needs of businesses in your sector
-
freight-forwarding trade associations - particularly the for UK freight forwarders and the for those overseas
Bear in mind that while there's a relatively small number of major global freight-forwarding companies, there are thousands of smaller specialist operators.
How to choose a freight forwarder
The most important factor in choosing your shortlist of freight forwarders should be their experience with the routes and goods your business deals with. For example, if you transport goods that need refrigerated containers, ask for references from businesses with similar needs.
Other things you should find out about your shortlisted candidates include:
-
which other services they can provide, and how they charge for them
-
how long they've been running and how well established they are - ask for references
-
how willing they are to explain the process to you as it unfolds - this can be a valuable learning opportunity if you're new to international trading
-
the overall cost for their services
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Source URL
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-
The costs of using a freight forwarder
Costs depend on mode of transport as well as on the weight or volume of your goods and the distance they have to travel.
It's not possible to give a precise indication of costs, but this page outlines some of the main influences of the costs of using a freight forwarder.
Basic determinants of freight costs
The five main factors that influence cost are:
-
mode of transport - for example airfreight can be significantly more expensive than transit by road, rail or ship
-
distance / destination - the farther your goods have to travel, or the more unusual the destination, the higher costs are likely to be, particularly due to rising fuel cost
-
weight and volume - charges are usually based on the weight of goods, but calculation switches to volume above a certain threshold (one cubic metre per tonne for shipping, three for road, and six for air)
-
value - in some instances, such as earthenware and woollen textiles, charges are calculated on the basis of goods' value per tonne
-
the type of contract you have with the freight forwarder - while most forwarders usually charge per shipment, some will agree an annual service contract, so you should weigh up the costs and benefits of each type
Additional freight forwarding charges
Loads that require special handling of any sort will usually attract an extra charge.
This covers goods such as:
-
dangerous goods
-
perishable goods and live animals
-
outsize goods that don't fit in standard containers
-
other irregular goods, for example a load that can't have anything stacked on top of it, or goods that require a special crane for loading
However, extra charges depend on your contract. Freight forwarders and carriers sometimes add an additional fee for handling these types of products. Always ensure that you get a full quotation from your freight forwarder and understand exactly what you are and what you are not paying for.
Security for road goods
Some dangerous goods travelling by road, normally moving in large quantities, are subject to legislation. The rules mean any company transporting dangerous goods must:
- only offer dangerous goods to carriers that have been appropriately identified
- make sites that temporarily store dangerous goods secure
- run security awareness training
- have a security plan in place, if you deal with
Bear in mind that asking your freight forwarder to provide secondary services - such as arranging customs clearance or insurance cover - will obviously lead to higher charges.
ActionsAlso on this siteContent category
Source URL
/content/costs-using-freight-forwarder
Links
-
Finding and choosing a freight forwarder
Freight forwarding services
Forwarders deal with many transport and trade issues such as import and export documentation and customs clearance.
The role of a freight forwarder is to help importers and exporters transport their goods.
The freight forwarder's main responsibilities
Most freight forwarders are likely to specialise in particular service areas, modes of transport or markets. Freight forwarders are often seen as the travel agents of international trading.
If you have a consignment of goods you need to move from country A to country B, a forwarder will identify and book the best routes, modes of transport and specific carriers for you dependent on your requirements. Many transport and logistics operators also offer freight-forwarding services.
Using a forwarder can cut your costs. Because they arrange for the transport of huge numbers of consignments, they can consolidate loads going to a single destination to keep freight charges down for individual traders. You should compare prices from a range of suppliers to find the best level of cost and service for you.
Other services freight forwarders provide
Freight forwarders typically offer a wide range of secondary trade-related services as well as their core transport ones. These include:
-
customs clearance - forwarders can complete customs paperwork on your behalf, and pay any taxes or duties owed
-
other documentation issues - for example Bills of Lading, or any documents required by banks before payment is released
-
insurance - many forwarders will be able to supply insurance services
-
inventory management
-
logistics and supply-chain management of value-added activities
Bear in mind that you'll also be able to use your forwarder as a valuable source of information and advice about the international trading process. This can be particularly useful for businesses that are new to international trade.
For example, you can ask a forwarder as part of your contract to help you ensure your goods are properly packaged and labelled for export.
ActionsAlso on this siteContent category
Source URL
/content/freight-forwarding-services
Links
-
Freight forwarders and customs agents and brokers
The role of freight forwarders, customs agents and brokers for customs clearance and transporting goods.
For many traders, the most important category of trade-related service providers is freight forwarding.
In addition to arranging transport for your goods, freight forwarders also offer a range of other services - from customs clearance and trade documentation to insurance and supply-chain management. While many forwarders offer a range of services, customs agents and customs brokers provide a different service.
Customs agents and customs brokers fulfill similar roles to each other and the terms are often used interchangeably.
What is the difference between a freight forwarder and a customs agent or broker?
While a freight forwarder will arrange for your goods to be transported from one country to another and typically provide other services as well (such as customs clearance), customs agents and brokers make sure that your goods can be cleared through customs en route to the final place of delivery in the United Kingdom.
Agents and brokers in the UK usually operate as direct representatives, but they can also act as indirect representatives. A direct representative acts in your name and can't be held liable for your customs debt. An indirect representative acts in their own name but on your behalf. They can be held liable for your customs debt.
Most freight forwarders also offer customs clearance services. However, you should note that in some countries outside the UK customs broking is a licensed profession. This means you'll be limited in the range of people you can appoint to clear your goods through customs for you. However, when most consignments arrive at their final port/airport of destination, they are customs-cleared by the importer in conjunction with their locally appointed customs broker.
Whether you decide to use a freight forwarder or a customs broker or agent, make sure that you provide them with full and accurate information. The key things to provide are a copy of the commercial invoice and the tariff classification code for your goods - unless you have asked them to classify the goods for you.
ActionsAlso on this siteContent category
Source URL
/content/freight-forwarders-and-customs-agents-and-brokers
Links
Advantages and disadvantages of using a freight transporter
Balance the expertise and time you have against the convenience and savings a freight forwarder may offer.
When transporting your goods around the world, you can manage the process yourself or outsource your transporting needs to a freight forwarder.
The factors you should consider when deciding if you should use a freight forwarder include:
-
the scale or complexity of your transport needs - the more complicated your requirements, the more likely you are to benefit from using a specialist service
-
whether you have the expertise or experience to arrange transport yourself - remember you also have to consider technical requirements such as customs clearance procedures
-
whether you have the time and expertise to manage the process yourself
-
cost - freight forwarders may be able to offer lower freight rates than you can negotiate with carriers, but you should be clear about all fees and surcharges you'll be liable for and about the level of service you'll receive
-
the possible convenience of using a freight forwarder to handle most or all of your trade-related services rather than having to manage multiple service providers
-
whether you can comply with security arrangements and labelling rules for your goods
As with most business decisions, it's a matter of weighing up the advantages and disadvantages. There is no simple answer. The cost/benefit equation will differ from business to business, and possibly also from transaction to transaction.
Bear in mind that you may be able to gain valuable advice from your freight forwarder. In the same way that accountants are often a useful source of general business advice, working with a freight forwarder can be a good way of learning about international trade.
ActionsAlso on this siteContent category
Source URL
/content/advantages-and-disadvantages-using-freight-transporter
Links
-
Finding and choosing a freight forwarder
How to conduct effective research when drawing up a shortlist to compare what different freight forwarders are offering.
As with all aspects of international trade, it pays to do your research before choosing a freight forwarder to look after the transportation of your goods. Draw up a shortlist of at least three and compare them before selecting one.
How to find freight forwarders
There are many bodies that can help you search for freight forwarders, including:
-
experienced exporters - preferably those in your sector, whose freight needs are likely to be similar to yours
-
your trade association - it should be very familiar with the freight needs of businesses in your sector
-
freight-forwarding trade associations - particularly the for UK freight forwarders and the for those overseas
Bear in mind that while there's a relatively small number of major global freight-forwarding companies, there are thousands of smaller specialist operators.
How to choose a freight forwarder
The most important factor in choosing your shortlist of freight forwarders should be their experience with the routes and goods your business deals with. For example, if you transport goods that need refrigerated containers, ask for references from businesses with similar needs.
Other things you should find out about your shortlisted candidates include:
-
which other services they can provide, and how they charge for them
-
how long they've been running and how well established they are - ask for references
-
how willing they are to explain the process to you as it unfolds - this can be a valuable learning opportunity if you're new to international trading
-
the overall cost for their services
ActionsAlso on this siteContent category
Source URL
/content/finding-and-choosing-freight-forwarder
Links
-
The costs of using a freight forwarder
Costs depend on mode of transport as well as on the weight or volume of your goods and the distance they have to travel.
It's not possible to give a precise indication of costs, but this page outlines some of the main influences of the costs of using a freight forwarder.
Basic determinants of freight costs
The five main factors that influence cost are:
-
mode of transport - for example airfreight can be significantly more expensive than transit by road, rail or ship
-
distance / destination - the farther your goods have to travel, or the more unusual the destination, the higher costs are likely to be, particularly due to rising fuel cost
-
weight and volume - charges are usually based on the weight of goods, but calculation switches to volume above a certain threshold (one cubic metre per tonne for shipping, three for road, and six for air)
-
value - in some instances, such as earthenware and woollen textiles, charges are calculated on the basis of goods' value per tonne
-
the type of contract you have with the freight forwarder - while most forwarders usually charge per shipment, some will agree an annual service contract, so you should weigh up the costs and benefits of each type
Additional freight forwarding charges
Loads that require special handling of any sort will usually attract an extra charge.
This covers goods such as:
-
dangerous goods
-
perishable goods and live animals
-
outsize goods that don't fit in standard containers
-
other irregular goods, for example a load that can't have anything stacked on top of it, or goods that require a special crane for loading
However, extra charges depend on your contract. Freight forwarders and carriers sometimes add an additional fee for handling these types of products. Always ensure that you get a full quotation from your freight forwarder and understand exactly what you are and what you are not paying for.
Security for road goods
Some dangerous goods travelling by road, normally moving in large quantities, are subject to legislation. The rules mean any company transporting dangerous goods must:
- only offer dangerous goods to carriers that have been appropriately identified
- make sites that temporarily store dangerous goods secure
- run security awareness training
- have a security plan in place, if you deal with
Bear in mind that asking your freight forwarder to provide secondary services - such as arranging customs clearance or insurance cover - will obviously lead to higher charges.
ActionsAlso on this siteContent category
Source URL
/content/costs-using-freight-forwarder
Links
-
Classification of dangerous goods for transport
In this guide:
- How to transport dangerous goods
- Classification of dangerous goods for transport
- Dangerous goods safety advisers qualifications and training
- Documentation when moving dangerous goods
- Marking and labelling of dangerous goods - suppliers' responsibilities
- Packaging dangerous goods for transport
- Radiation screening at ports and airports
Classification of dangerous goods for transport
The nine classes of dangerous goods and how to classify your dangerous goods correctly when transporting them.
The carriage of dangerous goods by road, rail, inland waterway, sea and air is regulated internationally by European agreements, directives and regulations, and parallel legislation in the United Kingdom.
If you're involved in the processing, packing or transporting of dangerous goods, you will first need to classify them correctly so that all organisations in the supply chain, including the emergency authorities, know and understand exactly what the hazard is.
Dangerous goods are assigned to different classes depending on their predominant hazard. The United Nations (UN) classifies dangerous goods in the following classes and, where applicable, divisions:
UN Class Dangerous goods Division(s) if applicable Classification 1 Explosives 1.1 - 1.6 Explosive 2 Gases 2.1 Flammable gas 2.2 Non-flammable, non-toxic gas 2.3 Toxic gas 3 Flammable liquid Flammable liquid 4 Flammable solids 4.1 Flammable solid 4.2 Spontaneously combustible substance 4.3 Substance which emits flammable gas in contact with water 5 Oxidizers and organic peroxides 5.1 Oxidising substance 5.2 Organic peroxide 6 Toxic and infectious substances 6.1 Toxic substance 6.2 Infectious substance 7 Radioactive material Radioactive material 8 Corrosive substances Corrosive substance 9 Miscellaneous dangerous substances Miscellaneous dangerous substances
The consignor - the person or business shipping the goods - is responsible for classifying, marking and packaging the dangerous goods.ActionsAlso on this siteContent category
Source URL
/content/classification-dangerous-goods-transport
Links
Dangerous goods safety advisers qualifications and training
The role of the Dangerous Goods Safety Adviser and how to obtain training for the safe handling of dangerous goods.
Businesses that handle, process or transport dangerous goods on a regular basis must appoint a Dangerous Goods Safety Adviser (DGSA).
You don’t need to appoint a DGSA if:
- you transport smaller quantities of dangerous goods than those in the legislation
- you occasionally transport, load or unload dangerous goods, but it isn’t your main or secondary activities
Role of the Dangerous Goods Safety Adviser
The DGSA has three main duties:
-
monitoring compliance with rules governing transport of dangerous goods
-
advising their business on the transport of dangerous goods
-
preparing an annual report to management on the business' activities in the transport of dangerous goods
The DGSA is also responsible for:
-
monitoring procedures and safety measures
-
investigating and compiling reports on any accidents or emergencies
-
advising on the potential security aspects of transport
These regulations can apply to any person who allows dangerous goods to be carried, not just the transport operator. This could include cargo consignors, freight forwarders, warehouse workers and manufacturers producing goods that will be collected from their factory.
Training for Dangerous Goods Safety Advisers
DGSAs must:
-
obtain a vocational training certificate after receiving appropriate training
-
pass a written examination
The Department for 91Ï㽶»ÆÉ«ÊÓƵ approves the mandatory DGSA exams. It has . SQA sets, marks and organises the exams, and issues the vocational training certificates for the whole of the United Kingdom, and the certificates are recognised in all European Union member states.
Training courses for DGSAs are run by independent providers and by the trade associations for each mode of transport. Course lengths vary from two to five days, depending on the mode(s) of transport covered.
ActionsAlso on this siteContent category
Source URL
/content/dangerous-goods-safety-advisers-qualifications-and-training
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Documentation when moving dangerous goods
What documents are needed to accompany dangerous goods in transit and how your business can obtain them.
When dangerous goods are transported, the consignment must be accompanied by a transport document, declaring the description and nature of the goods. Documentation must be in accordance with the specifications set by the dangerous goods regulations applicable to the chosen mode of transport.
The transport document must be completed and signed by the consignor - ie the person or firm from whom the goods have been received for transport. Legislation contains an example of a multimodal dangerous goods transport document, and describes occasions when the document may not be required, for example for limited quantities.
To move air cargo that is classified as dangerous a dedicated air transport document such as must be used.
Find out more about the Dangerous Goods Note.
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Marking and labelling of dangerous goods - suppliers' responsibilities
Make sure you correctly identify your dangerous goods on labels and packaging when transporting them.
As well as the requirements specific to their transportation, suppliers of dangerous goods are required by law to label their hazardous products and packaged chemicals with hazard symbols, warnings and safety advice. A range of internationally recognised symbols has been developed so that people handling the goods know the nature of the hazard they present.
For more information you can .
Manufacturers must also include instructions for use, either on the label or on a leaflet supplied with the product. Suppliers must provide material safety data sheets for dangerous products used in the workplace.
For chemicals, the .
Safety labelling requirements may vary between third countries so you are advised to check requirements in destination countries before you move your goods. For example, the USA has different requirements from most European countries, so although dangerous goods from America can be moved with their labelling, it is likely that you will have to relabel them before you can supply them in the European Union.
For information on how to label your goods correctly, see our guide on how to label and package goods being shipped out of the United Kingdom.
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Packaging dangerous goods for transport
The rules on packaging dangerous goods, how the rules are administered, and what packing products should be used.
If you trade in dangerous goods, you must comply with packaging requirements contained in the relevant legislation in order to transport goods safely - see the regulations for air, sea, road and rail transport.
Packaging rules for dangerous goods
Packaging (other than for limited and excepted quantities) has to be designed and constructed to United Nations (UN) specification standards and must pass practical transport related tests such as being dropped, held in a stack and subjected to pressure demands. It must also meet the needs of the substance it is to contain. Packaging must be certified by a national competent authority.
UN approved packaging is marked with the prefix 'UN' and followed by codes that are listed in the relevant regulations relating to the national and international carriage of dangerous goods by road, rail, air and sea.
The Vehicle Certification Agency (VCA) Dangerous Goods Office has responsibility for the certification of dangerous goods packaging within the United Kingdom. You can .
Packaging must also bear the correct label or labels for the substance in the package.
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Radiation screening at ports and airports
Incoming freight, vehicles and passengers and pedestrians are routinely screened for radiation at UK ports and airports.
Programme Cyclamen forms a key part of the government's counter-terrorism strategy. It involves the screening of incoming freight, vehicles, passengers and pedestrians to detect and deter the illicit importation of radioactive and nuclear material by terrorists or criminals.
The programme is jointly managed by the Home Office and United Kingdom Borders Agency (UKBA). The Home Office has the lead responsibility for implementing the programme at ports and airports whilst UKBA is responsible for operating the equipment and for the initial detection of any imported radiological or nuclear material.
Countries including Finland, Russia and the USA use similar equipment and procedures.
How radiation screening operates
Fixed radiation detection equipment has been installed at ports and airports. There is also mobile capability 91Ï㽶»ÆÉ«ÊÓƵing the fixed portals ensuring that air, sea and Channel Tunnel traffic entering the UK is subject to screening.
The equipment is entirely passive and is able to detect radiation emitted from the vehicle or object being examined. The equipment doesn't emit radiation and there is no effect on any object or person passing through the detection system.
If an illicit source is suspected or found, specialist authorities will ensure that these incidents are dealt with quickly and safely, minimising the risk and inconvenience to the public.
Sources of radiation
Some radioactive material may be carried legally by approved operators, whilst some foodstuffs, ceramics, and other items naturally emit radiation. In addition, a number of medical treatments emit radiation.
The screening equipment can identify a wide variety of radioactive sources and action is taken to ensure that legitimate importations can pass through quickly.
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Advantages and disadvantages of using a freight transporter
Freight forwarding services
Forwarders deal with many transport and trade issues such as import and export documentation and customs clearance.
The role of a freight forwarder is to help importers and exporters transport their goods.
The freight forwarder's main responsibilities
Most freight forwarders are likely to specialise in particular service areas, modes of transport or markets. Freight forwarders are often seen as the travel agents of international trading.
If you have a consignment of goods you need to move from country A to country B, a forwarder will identify and book the best routes, modes of transport and specific carriers for you dependent on your requirements. Many transport and logistics operators also offer freight-forwarding services.
Using a forwarder can cut your costs. Because they arrange for the transport of huge numbers of consignments, they can consolidate loads going to a single destination to keep freight charges down for individual traders. You should compare prices from a range of suppliers to find the best level of cost and service for you.
Other services freight forwarders provide
Freight forwarders typically offer a wide range of secondary trade-related services as well as their core transport ones. These include:
-
customs clearance - forwarders can complete customs paperwork on your behalf, and pay any taxes or duties owed
-
other documentation issues - for example Bills of Lading, or any documents required by banks before payment is released
-
insurance - many forwarders will be able to supply insurance services
-
inventory management
-
logistics and supply-chain management of value-added activities
Bear in mind that you'll also be able to use your forwarder as a valuable source of information and advice about the international trading process. This can be particularly useful for businesses that are new to international trade.
For example, you can ask a forwarder as part of your contract to help you ensure your goods are properly packaged and labelled for export.
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Freight forwarders and customs agents and brokers
The role of freight forwarders, customs agents and brokers for customs clearance and transporting goods.
For many traders, the most important category of trade-related service providers is freight forwarding.
In addition to arranging transport for your goods, freight forwarders also offer a range of other services - from customs clearance and trade documentation to insurance and supply-chain management. While many forwarders offer a range of services, customs agents and customs brokers provide a different service.
Customs agents and customs brokers fulfill similar roles to each other and the terms are often used interchangeably.
What is the difference between a freight forwarder and a customs agent or broker?
While a freight forwarder will arrange for your goods to be transported from one country to another and typically provide other services as well (such as customs clearance), customs agents and brokers make sure that your goods can be cleared through customs en route to the final place of delivery in the United Kingdom.
Agents and brokers in the UK usually operate as direct representatives, but they can also act as indirect representatives. A direct representative acts in your name and can't be held liable for your customs debt. An indirect representative acts in their own name but on your behalf. They can be held liable for your customs debt.
Most freight forwarders also offer customs clearance services. However, you should note that in some countries outside the UK customs broking is a licensed profession. This means you'll be limited in the range of people you can appoint to clear your goods through customs for you. However, when most consignments arrive at their final port/airport of destination, they are customs-cleared by the importer in conjunction with their locally appointed customs broker.
Whether you decide to use a freight forwarder or a customs broker or agent, make sure that you provide them with full and accurate information. The key things to provide are a copy of the commercial invoice and the tariff classification code for your goods - unless you have asked them to classify the goods for you.
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Advantages and disadvantages of using a freight transporter
Balance the expertise and time you have against the convenience and savings a freight forwarder may offer.
When transporting your goods around the world, you can manage the process yourself or outsource your transporting needs to a freight forwarder.
The factors you should consider when deciding if you should use a freight forwarder include:
-
the scale or complexity of your transport needs - the more complicated your requirements, the more likely you are to benefit from using a specialist service
-
whether you have the expertise or experience to arrange transport yourself - remember you also have to consider technical requirements such as customs clearance procedures
-
whether you have the time and expertise to manage the process yourself
-
cost - freight forwarders may be able to offer lower freight rates than you can negotiate with carriers, but you should be clear about all fees and surcharges you'll be liable for and about the level of service you'll receive
-
the possible convenience of using a freight forwarder to handle most or all of your trade-related services rather than having to manage multiple service providers
-
whether you can comply with security arrangements and labelling rules for your goods
As with most business decisions, it's a matter of weighing up the advantages and disadvantages. There is no simple answer. The cost/benefit equation will differ from business to business, and possibly also from transaction to transaction.
Bear in mind that you may be able to gain valuable advice from your freight forwarder. In the same way that accountants are often a useful source of general business advice, working with a freight forwarder can be a good way of learning about international trade.
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Finding and choosing a freight forwarder
How to conduct effective research when drawing up a shortlist to compare what different freight forwarders are offering.
As with all aspects of international trade, it pays to do your research before choosing a freight forwarder to look after the transportation of your goods. Draw up a shortlist of at least three and compare them before selecting one.
How to find freight forwarders
There are many bodies that can help you search for freight forwarders, including:
-
experienced exporters - preferably those in your sector, whose freight needs are likely to be similar to yours
-
your trade association - it should be very familiar with the freight needs of businesses in your sector
-
freight-forwarding trade associations - particularly the for UK freight forwarders and the for those overseas
Bear in mind that while there's a relatively small number of major global freight-forwarding companies, there are thousands of smaller specialist operators.
How to choose a freight forwarder
The most important factor in choosing your shortlist of freight forwarders should be their experience with the routes and goods your business deals with. For example, if you transport goods that need refrigerated containers, ask for references from businesses with similar needs.
Other things you should find out about your shortlisted candidates include:
-
which other services they can provide, and how they charge for them
-
how long they've been running and how well established they are - ask for references
-
how willing they are to explain the process to you as it unfolds - this can be a valuable learning opportunity if you're new to international trading
-
the overall cost for their services
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-
The costs of using a freight forwarder
Costs depend on mode of transport as well as on the weight or volume of your goods and the distance they have to travel.
It's not possible to give a precise indication of costs, but this page outlines some of the main influences of the costs of using a freight forwarder.
Basic determinants of freight costs
The five main factors that influence cost are:
-
mode of transport - for example airfreight can be significantly more expensive than transit by road, rail or ship
-
distance / destination - the farther your goods have to travel, or the more unusual the destination, the higher costs are likely to be, particularly due to rising fuel cost
-
weight and volume - charges are usually based on the weight of goods, but calculation switches to volume above a certain threshold (one cubic metre per tonne for shipping, three for road, and six for air)
-
value - in some instances, such as earthenware and woollen textiles, charges are calculated on the basis of goods' value per tonne
-
the type of contract you have with the freight forwarder - while most forwarders usually charge per shipment, some will agree an annual service contract, so you should weigh up the costs and benefits of each type
Additional freight forwarding charges
Loads that require special handling of any sort will usually attract an extra charge.
This covers goods such as:
-
dangerous goods
-
perishable goods and live animals
-
outsize goods that don't fit in standard containers
-
other irregular goods, for example a load that can't have anything stacked on top of it, or goods that require a special crane for loading
However, extra charges depend on your contract. Freight forwarders and carriers sometimes add an additional fee for handling these types of products. Always ensure that you get a full quotation from your freight forwarder and understand exactly what you are and what you are not paying for.
Security for road goods
Some dangerous goods travelling by road, normally moving in large quantities, are subject to legislation. The rules mean any company transporting dangerous goods must:
- only offer dangerous goods to carriers that have been appropriately identified
- make sites that temporarily store dangerous goods secure
- run security awareness training
- have a security plan in place, if you deal with
Bear in mind that asking your freight forwarder to provide secondary services - such as arranging customs clearance or insurance cover - will obviously lead to higher charges.
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Source URL
/content/costs-using-freight-forwarder
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-
Freight forwarders and customs agents and brokers
Freight forwarding services
Forwarders deal with many transport and trade issues such as import and export documentation and customs clearance.
The role of a freight forwarder is to help importers and exporters transport their goods.
The freight forwarder's main responsibilities
Most freight forwarders are likely to specialise in particular service areas, modes of transport or markets. Freight forwarders are often seen as the travel agents of international trading.
If you have a consignment of goods you need to move from country A to country B, a forwarder will identify and book the best routes, modes of transport and specific carriers for you dependent on your requirements. Many transport and logistics operators also offer freight-forwarding services.
Using a forwarder can cut your costs. Because they arrange for the transport of huge numbers of consignments, they can consolidate loads going to a single destination to keep freight charges down for individual traders. You should compare prices from a range of suppliers to find the best level of cost and service for you.
Other services freight forwarders provide
Freight forwarders typically offer a wide range of secondary trade-related services as well as their core transport ones. These include:
-
customs clearance - forwarders can complete customs paperwork on your behalf, and pay any taxes or duties owed
-
other documentation issues - for example Bills of Lading, or any documents required by banks before payment is released
-
insurance - many forwarders will be able to supply insurance services
-
inventory management
-
logistics and supply-chain management of value-added activities
Bear in mind that you'll also be able to use your forwarder as a valuable source of information and advice about the international trading process. This can be particularly useful for businesses that are new to international trade.
For example, you can ask a forwarder as part of your contract to help you ensure your goods are properly packaged and labelled for export.
ActionsAlso on this siteContent category
Source URL
/content/freight-forwarding-services
Links
-
Freight forwarders and customs agents and brokers
The role of freight forwarders, customs agents and brokers for customs clearance and transporting goods.
For many traders, the most important category of trade-related service providers is freight forwarding.
In addition to arranging transport for your goods, freight forwarders also offer a range of other services - from customs clearance and trade documentation to insurance and supply-chain management. While many forwarders offer a range of services, customs agents and customs brokers provide a different service.
Customs agents and customs brokers fulfill similar roles to each other and the terms are often used interchangeably.
What is the difference between a freight forwarder and a customs agent or broker?
While a freight forwarder will arrange for your goods to be transported from one country to another and typically provide other services as well (such as customs clearance), customs agents and brokers make sure that your goods can be cleared through customs en route to the final place of delivery in the United Kingdom.
Agents and brokers in the UK usually operate as direct representatives, but they can also act as indirect representatives. A direct representative acts in your name and can't be held liable for your customs debt. An indirect representative acts in their own name but on your behalf. They can be held liable for your customs debt.
Most freight forwarders also offer customs clearance services. However, you should note that in some countries outside the UK customs broking is a licensed profession. This means you'll be limited in the range of people you can appoint to clear your goods through customs for you. However, when most consignments arrive at their final port/airport of destination, they are customs-cleared by the importer in conjunction with their locally appointed customs broker.
Whether you decide to use a freight forwarder or a customs broker or agent, make sure that you provide them with full and accurate information. The key things to provide are a copy of the commercial invoice and the tariff classification code for your goods - unless you have asked them to classify the goods for you.
ActionsAlso on this siteContent category
Source URL
/content/freight-forwarders-and-customs-agents-and-brokers
Links
Advantages and disadvantages of using a freight transporter
Balance the expertise and time you have against the convenience and savings a freight forwarder may offer.
When transporting your goods around the world, you can manage the process yourself or outsource your transporting needs to a freight forwarder.
The factors you should consider when deciding if you should use a freight forwarder include:
-
the scale or complexity of your transport needs - the more complicated your requirements, the more likely you are to benefit from using a specialist service
-
whether you have the expertise or experience to arrange transport yourself - remember you also have to consider technical requirements such as customs clearance procedures
-
whether you have the time and expertise to manage the process yourself
-
cost - freight forwarders may be able to offer lower freight rates than you can negotiate with carriers, but you should be clear about all fees and surcharges you'll be liable for and about the level of service you'll receive
-
the possible convenience of using a freight forwarder to handle most or all of your trade-related services rather than having to manage multiple service providers
-
whether you can comply with security arrangements and labelling rules for your goods
As with most business decisions, it's a matter of weighing up the advantages and disadvantages. There is no simple answer. The cost/benefit equation will differ from business to business, and possibly also from transaction to transaction.
Bear in mind that you may be able to gain valuable advice from your freight forwarder. In the same way that accountants are often a useful source of general business advice, working with a freight forwarder can be a good way of learning about international trade.
ActionsAlso on this siteContent category
Source URL
/content/advantages-and-disadvantages-using-freight-transporter
Links
-
Finding and choosing a freight forwarder
How to conduct effective research when drawing up a shortlist to compare what different freight forwarders are offering.
As with all aspects of international trade, it pays to do your research before choosing a freight forwarder to look after the transportation of your goods. Draw up a shortlist of at least three and compare them before selecting one.
How to find freight forwarders
There are many bodies that can help you search for freight forwarders, including:
-
experienced exporters - preferably those in your sector, whose freight needs are likely to be similar to yours
-
your trade association - it should be very familiar with the freight needs of businesses in your sector
-
freight-forwarding trade associations - particularly the for UK freight forwarders and the for those overseas
Bear in mind that while there's a relatively small number of major global freight-forwarding companies, there are thousands of smaller specialist operators.
How to choose a freight forwarder
The most important factor in choosing your shortlist of freight forwarders should be their experience with the routes and goods your business deals with. For example, if you transport goods that need refrigerated containers, ask for references from businesses with similar needs.
Other things you should find out about your shortlisted candidates include:
-
which other services they can provide, and how they charge for them
-
how long they've been running and how well established they are - ask for references
-
how willing they are to explain the process to you as it unfolds - this can be a valuable learning opportunity if you're new to international trading
-
the overall cost for their services
ActionsAlso on this siteContent category
Source URL
/content/finding-and-choosing-freight-forwarder
Links
-
The costs of using a freight forwarder
Costs depend on mode of transport as well as on the weight or volume of your goods and the distance they have to travel.
It's not possible to give a precise indication of costs, but this page outlines some of the main influences of the costs of using a freight forwarder.
Basic determinants of freight costs
The five main factors that influence cost are:
-
mode of transport - for example airfreight can be significantly more expensive than transit by road, rail or ship
-
distance / destination - the farther your goods have to travel, or the more unusual the destination, the higher costs are likely to be, particularly due to rising fuel cost
-
weight and volume - charges are usually based on the weight of goods, but calculation switches to volume above a certain threshold (one cubic metre per tonne for shipping, three for road, and six for air)
-
value - in some instances, such as earthenware and woollen textiles, charges are calculated on the basis of goods' value per tonne
-
the type of contract you have with the freight forwarder - while most forwarders usually charge per shipment, some will agree an annual service contract, so you should weigh up the costs and benefits of each type
Additional freight forwarding charges
Loads that require special handling of any sort will usually attract an extra charge.
This covers goods such as:
-
dangerous goods
-
perishable goods and live animals
-
outsize goods that don't fit in standard containers
-
other irregular goods, for example a load that can't have anything stacked on top of it, or goods that require a special crane for loading
However, extra charges depend on your contract. Freight forwarders and carriers sometimes add an additional fee for handling these types of products. Always ensure that you get a full quotation from your freight forwarder and understand exactly what you are and what you are not paying for.
Security for road goods
Some dangerous goods travelling by road, normally moving in large quantities, are subject to legislation. The rules mean any company transporting dangerous goods must:
- only offer dangerous goods to carriers that have been appropriately identified
- make sites that temporarily store dangerous goods secure
- run security awareness training
- have a security plan in place, if you deal with
Bear in mind that asking your freight forwarder to provide secondary services - such as arranging customs clearance or insurance cover - will obviously lead to higher charges.
ActionsAlso on this siteContent category
Source URL
/content/costs-using-freight-forwarder
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-