Postal and courier compliance checklist

Work through every section that applies to your operation. Tick off each item when you have confirmed it is in place.

Section 1 — Health and safety at work

• Have you identified your general duties as an employer (or self-employed person) under the Health and Safety at Work etc. Act 1974?
• Have you carried out a suitable and sufficient risk assessment covering the principal hazards of your operation — manual handling of parcels and mail bags, road traffic, slips and trips in sorting areas, lone working on delivery rounds and vehicle loading?
• If you employ five or more people, is the risk assessment recorded in writing?
• Do you have a written health and safety policy (required if you employ five or more people)?
• Have you appointed a competent person to assist with health and safety?

Section 2 — Fire safety

• Have you carried out a fire risk assessment for all non-domestic premises — sorting offices, depots, warehouses, vehicle workshops and office buildings?
• Are escape routes clear, signed and adequately lit?
• Is fire detection and alarm equipment installed and regularly tested?
• Are flammable substances (fuels, packaging materials) assessed for fire risks?
• Have all staff received fire safety training?

Section 3 — Employers' liability insurance

• If you employ anyone (including part-time, agency or contract workers under your direction), do you hold employers' liability insurance with at least £5 million cover?
• Is the certificate displayed at your premises or accessible electronically?

Section 4 — Equality and data protection

• Are you aware of your duties under the Equality Act 2010 (or equivalent Northern Ireland legislation) not to discriminate in employment or service provision?
• Have you considered reasonable adjustments for disabled employees?
• Have you registered with the Information Commissioner's Office (ICO) for data protection (unless exempt)?
• Have you identified the lawful basis for each type of personal data you process — employee records, customer addresses, delivery tracking data, CCTV?
• Can you respond to a subject access request within one calendar month?

Section 5 — Goods vehicle operator's licence

• If you operate goods vehicles with a gross vehicle weight exceeding 3.5 tonnes, do you hold a valid operator's licence (O-licence) from the Traffic Commissioner?
• Do you have a qualified transport manager with a Certificate of Professional Competence (for standard licences)?
• Can you demonstrate adequate financial standing (£8,000 for the first vehicle plus £4,500 for each additional vehicle)?
• Do you have a suitable operating centre for parking your vehicles?
• Is the operator disc displayed on each authorised vehicle?
• Are your vehicles maintained in a roadworthy condition and subject to a preventive maintenance programme?

Section 6 — Ofcom postal authorisation and notification

• If you provide postal services (collection, sorting, conveyance and delivery of postal packets), are you aware that you operate under a general authorisation and do not need a licence?
• Have you checked whether Ofcom requires you to notify it of your postal activities?
• Are you complying with any regulatory conditions Ofcom has imposed on your operation?