Private Client Documentation Checklist

This overview outlines the documentation and procedural requirements for managing private client moves, from pre-move consultation to delivery authorization.

Purpose:
Ensure compliance with government regulations, accurate record-keeping, and smooth execution of private client moves.

Key Areas:

1. Pre-Move Consultation:

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

   • Documentation: Provide the pre-move booklet to the shipper and obtain their signature.

   • Weight Estimates: Send estimated weight to the government within 2 business days.

   • Communication: Inform the shipper of responsibilities regarding item additions or removals.

2. Weighing Requirements:

   • Under 7,000 lbs: Use the Government Approved Standard Weight List (SWL); physical scale not required.

   • Over 7,000 lbs: Weigh both light and heavy shipments within 24 hours at the same scale.

   • Documentation: Ensure scale tickets are legible and signed; submit to Atlas Financial Services if net weight exceeds 110% of the estimate or if shipment exceeds 20,000 lbs.

3. Unpacking Certificate:

   • Mandatory: Required for all government moves and completed during unpacking at destination.

   • Signatures: Obtain signatures from both the member and the crew.

   • Refusal: If the member refuses unpacking, document it and release Atlas from liability for subsequent claims.

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

4. Delivery Authorization:

   • Direct Delivery: Obtain a DDR authorization number for DND and CRS shipments before delivery; RCMP shipments do not require a DDR number.

   • After Hours: For weekend or after-hours deliveries, secure an advanced DDR number during regular business hours.

   • Local Moves: DDR number not required for same-day or next-day moves within the same area.

   • Notification: Inform Atlas Canada Operations and Government Services if delivering before the Guaranteed Time Window (GTW).

Key Takeaway:
Following this checklist ensures proper documentation, regulatory compliance, and accountability throughout the move process, reducing errors and protecting both Atlas and the client.