Truck Transport or load-carrying vehicle is a bit complex process, requiring meticulous attention to detail to ensure proper documentation, safety, efficiency, and compliance with local regulations issued by the Central and State Governments. This checklist is designed for Truck Transport to help you cover all essential aspects of transport, focusing on documentation, loading, and unloading procedures.

On behalf of working procedures, Truck Transport work is further divided into the following six parts to complete one assignment job successfully:-

1. Pre-Loading Inspection in Truck Transport
2. Truck Transport Loading Procedures
3. Post-Loading Documentation in Truck Transport
4. Tracking and Unloading Procedures
5. Billing and Payment Collection
6. Conclusion About Truck Transport Industry

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1.        Pre-Loading Inspection in Truck Transport

(a)        Checking Truck Condition

Before loading a truck, you should perform a pre-trip inspection to ensure the truck is safe for loading and driving. Test all controls, including the steering wheel, pedals, and mirrors. Check the windshield for cracks, and make sure the wipers and horns work properly. Also, check the dashboard lights to make sure no warning lights are on. This inspection can help identify and address technical, mechanical, and documentation issues early on, which can prevent accidents, breakdowns, and delays. Here are some things you can check:

• Check the seatbelt for wear or fray, and make sure it fits snugly.
• Check the brake pads, rotors, and fluid levels to make sure the brakes are working properly.
• Check the tread depth, sidewalls, and pressure to prevent blowouts and improve fuel efficiency.
• Check the headlights, taillights, indicators, and emergency flashers to make sure they’re working properly.
• Check the engine oil, transmission fluid, coolant, and other fluid levels to prevent mechanical failures.
• Check the connection between the truck and trailer, including the wiring for the brake and light function.
• Make sure the doors open, close, and latch properly.
• Examine the load to make sure it’s secure and evenly distributed.

 (b)       Checking Vehicle Documents and their Validity

• Check the Vehicle’s National Permit if the vehicle is moving outside of your state or your State Permit if the vehicle is moving within the state.
• Check Driver’s License validity and authority of driving license. Also, check whether DL and Driver are the same. DL requirements should also be met as per the type of vehicle.
• Vehicle Registration Certificate should be valid.
• Insurance Papers of vehicles must be valid and not expired. This is top most document of any vehicle.
• State Road Tax has been paid or not. This should be checked before loading.
• Pollution Paper or PUC is valid or expired.
• Certificate of Fitness Check if the validity date has expired or not
• Tracing and Tally Chassis No. with RC Book.
• Check the age and condition of the truck and its platform before loading. Owner Contact No should be mentioned on the vehicle body.

2.        Truck Transport Loading Procedures

Regulatory Requirements or Loading Procedures

Adhering to local regulations is non-negotiable for legal and safety reasons. Loading a flatbed truck requires careful planning and execution to avoid damage and ensure safety. Here are some key regulatory requirements to be aware of:

• Weight Limits: Ensure the load does not exceed the maximum allowable weight for the vehicle. Heavy penalties are being imposed by RTO on overloading and vehicles will get late in such cases.
• Permits for Oversized Loads: Obtain necessary permits for transporting oversized or overweight cargo.
• Hazardous Materials: If transporting hazardous materials, comply with all relevant regulations, including proper labeling and documentation.
• Driver Regulations: Ensure drivers have the necessary qualifications and adhere to hours-of-service regulations to prevent fatigue.
• Weight Distribution: Ensure the load is evenly distributed to prevent shifting during transit. Heavier items should be placed at the bottom.
• Securing Cargo: Use appropriate tie-downs, straps, and chains to secure the cargo. Double-check the tightness and security of all fastenings.
• Use of Dunnage: Place dunnage (padding materials) between items to prevent movement and damage.
• Safety Gear: Ensure all personnel involved in the loading process wear appropriate safety gear, including helmets, gloves, and high-visibility vests while loading on the vehicle.
• Loading Staff: Loading Staff should be available to start counting and proper loading of the materials. Stacking should be done and ensure no wastage of space.
• Quality of Material: No damage /pilferage material should be loaded. If such material is being loaded, then the driver will be fined by the party without his mistake.
• Recounting: Recounting should be done after the full vehicle is loaded in the presence of the driver.
• Coverage: Use Tarpaulin to cover the material with the help of ropes or strings. In the case of a covered vehicle, the door should be locked and sealed properly.

3.        Post-Loading Documentation in Truck Transport

Proper documentation is crucial for ensuring compliance and smooth operations while post-loading. Here are the essential documents you need:-

• Bill of Lading (BOL): This document acts as a receipt for the cargo and a contract between the shipper and the carrier. It includes details about the type, quantity, and destination of the goods.
• Commercial Invoice: This is a legal document between the supplier and the customer that describes the sold goods and the amount due to the customer.
• Packing List: A detailed list of the cargo, including dimensions, weight, and packaging type.
• Insurance Documents: Proof of insurance coverage for the cargo being transported.
• Permits and Licenses: Ensure all necessary permits and licenses are in place, especially for oversized or hazardous loads.
• Manually Manifest Preparation / Preparing Docket like LR/C note/ Bilty

Date, Challan No, Lorry No, From (Place of Booking), To (Place of Delivery), Sr No, Consignment No, No of Packages, Station (Booking Point) Consignment Date, Content (Material Description), Weight and Freight, Total No of Packages, and then write calculate Total No of package and weight, in Manual Manifest loading in charge signature and Employee Code mandatory.

• E-way Bill Checking

If the material cost is below Rs 50000/-, then there is no need for an E-way Bill, but if the invoice value is more than Rs 50000/-, then an E-Way Bill is required for transportation. E-way Part A is made by Consignor and E-way Bill (Part B) is made by Transporter in case of delay/vehicle breakdown. Checking required in E-way Bill No, E-way Bill Date, Generated by (Consignor Name), Consignee Name and details, Validity of time and distance in Km, Material value and vehicle details should be filled properly.

• E-way bill Part (A) checking.
• Supplier GST No and Name (Consignor)
• Place of Dispatch
• Recipient GST No and Name (Consignee)
• Place of Delivery
• Document No, Document Date, Value of Goods, HSN Code (Harmonized System of Nomenclature) Transporter name with GST No.
• E-way bill Part (B) checking.
• Mode of Transport
• Vehicle Number
• Entered Date
• Entered by GST no

• Images For recording and updating in the system.

Driver and vehicle front side including vehicle number for record and also update in the system. Loading Images, Empty vehicle, half loading of Material, Full loaded material, and Full cover with tarpaulin, Container vehicle locked image along with driver also with seal number.

 

4.        Tracking and Unloading Procedures

 Tracking and Traffic Rules.

• Before driving vehicle rules have to be followed don’t drive over speed drive in speed limit.
• No alcohol product use while driving.
• Take care of material reach on time.
• Obey traffic rules as per Govt guidelines.
• Do not load any extra material in the middle of the destination.
• After dispatch vehicle, the Vehicle continuously keeps tracking, The Tracking team tracks the vehicle
• VTS (Vehicle Tracking System) on time tracking with GPS system current status of the vehicle.
• Give a call from the driver’s phone to your phone, Enter of mobile number into the register with the full name of the driver also update the system to check whatever number is collected from the driver when the same driver goes to the unloading point.

Unloading Procedures

Unloading is just as critical as loading. Follow these steps to ensure a safe and efficient unloading process:

1. Pre-Unloading Inspection: Check the cargo and the flatbed for any signs of shifting or damage during transit.

1. Clear the Area: Ensure the unloading area is clear of obstacles and personnel not involved in the process.

1. Gradual Unloading: Carefully remove tie-downs and restraints one at a time, unloading the cargo gradually to maintain balance.

1. Use of Equipment: Employ forklifts, cranes, or other appropriate equipment to handle heavy items safely.

1. Post-Unloading Inspection: Once unloading is complete, inspect the flatbed for any damage and ensure all cargo has been accounted for.

6. After delivery, take receiving from the consignee, send a soft copy of the POD through WhatsApp or scan Pod then the Original copy POD is sent to the concerned branch.
7. After unloading all material found and damages or short excess in materials call on given number to the destination branch, loading branch, Vendor, Fleet owner

5.        Billing and Payment Collection

Truck Transport Billing or invoicing includes the preparation of a detailed statement that includes information on the vehicle, quantity, rate, and services provided. The quantity or weight of goods transported, the rates charged, and any additional fees or charges incurred during the transportation process to the consignee/consignor.

6.        Conclusion About Truck Transport Services

The role of truck transport services in India is too complex to manage due to long distances, involvement of many persons and parties, too many Govt laws, and many expenses like fuel, tolls, National and State permits, Road Tax, Pollution Certificate, Fitness Certificate, routine vehicles wear, tear and maintenance, driver and conductor wages, loading and unloading expenses. It is a vital institution that binds our nation together economically, fostering development, creating opportunities, and overcoming many challenges on a daily basis.

As the industry proceeds to the latest advances, grasping mechanical advancements and maintainable hones, the part of truck transport administrations in India is set to end up indeed more indispensably. The wheels of advance, very truly, are turning on the interstates and byways of India, with truck transport administrations directing the country towards a future of network, effectiveness, and economic development.

Following this checklist ensures that your transport is efficient, safe, and compliant with all necessary regulations. Stay organized, prioritize safety, and always be prepared. For more detailed guidance, check out our get in touch with our support team.

Ready to streamline your truck transport process? Contact Us at +91-9519260706 or +919319418930 to learn more about our services and solutions.

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