1. Applications for Permission
In order to apply for permission to use their private car on delivery an employee must initially produce to their manager, the following:
A) Their car registration document
B) Their current valid driving licence.
C) Their current valid certificate of insurance covering the car.
D) Documentary proof of ownership of the car.
E) A completed letter notifying their own insurers that they intend to use Royal Mail’s business policy whilst driving on delivery
F) A completed signed declaration of intent relating to the car to be used on delivery
G) A current valid MOT certficate for the car to be used on delivery where the car to be used requires one by law
H) The car for an initial visual inspection
2. Line Managers Actions
Following initial application and before authorising the use of a private car for use on delivery, line managers must undertake the following:
I) Work Equipment Standard Risk Assessment (form WE STD5) section 3 and ensure the applicant completes section 4. This form is available on the Private Cars On Delivery Intranet site..
J)Ensure Manual Handling in Delivery Work document MH12 has been completed and/or updated as applicable to specifically cover the transfer and lifting of a delivery pouch in and out of the car boot where authorisation for the use of the car on delivery work is being sought. This form is available from the private cars on Delivery Intranet site.
3. Employee Obligations once Permission has been Granted
Once permission has been granted it is the employee’s obligation to ensure at all times that:
K)He/she only uses the car when in possession of a valid driving licence
L)He/she has a valid certificate of insurance to meet their liability to third party insurance claims
M)He/she ensures (and can produce evidence if required) that his/her insurer has been notified that the car is being used for business use and is covered by Royal Mail’s Business Policy. It is the employees responsibility to ensure this is acceptable to their insurers.
N)He/she must own the car for which permission is granted
O)He/she has a current MOT test certificate for the car, if required by law.
P)The car is maintained in a roadworthy condition and is available for inspection.
Q)He/she must show all the above documents for inspection as required
R)Where any of the above documentation expires between inspections he/she produces new documenation for inspection by his / her line manager within a week of expiry
S)All delivery work is performed in accordance with duty content (ie in respect of route, timings etc).
T)When the car is used in connection with delivery work, the only passengers permitted to be carried are other delivery employees on authorised delivery duties who are being dropped off at a delivery route adjacent to the driver’s delivery route.
U)Normal security of mail applies (i.e. any “supplementary pouches” mail left in a car whilst the employee is making the delivery, must be out of sight in the boot or if a hatchback/estate, under the parcel shelf of the car. If a hatchback/estate has no parcel shelf, then the car must be deemed unsuitable. The car must be fully locked and alarmed – where an alarm is fitted).
V)Exceptionally, as part of a contingency plan addressing any high crime risk, you may be advised of limits on the number of pouches you can convey in your car. This contingency is mandatory for the duration specified by your Manager.
Do you still want to use your car?
Thoroughly agree!