Corporate Documentation Checklist

This overview outlines the required documentation and procedures for managing corporate moves, from pre-move consultation through delivery at the destination.

Purpose:
Ensure accurate record-keeping, proper weight management, and smooth execution of corporate moves.

Key Areas:

1. Pre-Move Consultation:

   • Timing: Conduct within 5 business days of receiving the move order (2 days for rush moves).

   • Documentation: Provide the shipper with the pre-move booklet and obtain their signature acknowledging receipt.

   • Weight Estimate: Determine and communicate the estimated shipment weight promptly.

   • Communication: Inform the shipper of their responsibility to report any changes in household goods after the consultation.

2. Weighing Procedures:

   • Under 7,000 lbs: Use the government-approved Standard Weight List (SWL); no physical scale is required.

   • Over 7,000 lbs: Obtain weight tickets within 24 hours before loading (lightweight) and after loading (heavyweight) using the same scale.

   • Documentation: Ensure scale tickets are legible, signed by the scale master, and include fuel receipts.

   • Reweighing: If the net weight exceeds 110% of the estimate or the shipment exceeds 20,000 lbs, a reweigh at the destination is mandatory.

3. Unpacking Certificate:

   • Mandatory Completion: Must be signed by both the shipper and the crew during unpacking.

   • Refusal: If the shipper declines unpacking services, they must sign the certificate to document refusal.

   • Submission: Scan and submit the completed certificate to Atlas Canada within 10 days of delivery.

   • Consequences: Failure to submit may result in billing issues or revenue delays.

4. Delivery and DDR Authorization:

   • Direct Delivery: Obtain a Direct Delivery to Residence (DDR) authorization number before proceeding.

   • After-Hours Deliveries: Secure an advanced DDR number during regular business hours and notify Atlas Operations.

   • RCMP Shipments: No DDR number is required, but Atlas Operations should be informed for weekend deliveries.

   • Local Moves: DDR number is not needed if delivery occurs within the same or next day and the member is aware.

Key Takeaway:
Following these procedures ensures corporate moves are executed accurately, weights are documented correctly, and shipments are delivered efficiently, protecting both the agency and the client.