How do I prepare my courier business’s proof-of-delivery records for a buyer?

Proof of delivery records are the evidence behind your revenue. A buyer who can trace an invoice back to a signature, a photo or a scan will trust your numbers much more. Start by deciding which period you will present, then check that the records for that period are complete and can be found by date, customer, route or driver. Gaps are better explained by you than discovered by a buyer.

Test a sample yourself. Pick a handful of invoices from different customers and follow each one to its delivery record. Note where the chain is weak, such as manual notes, paper slips or photos stored on drivers’ phones. Fix what you can now by moving them into one system and writing down how it works.

Show how you handle problems too: missed deliveries, damaged parcels and disputes. A short log of exceptions and how they were settled shows discipline. Ask your lawyer how long records should be kept and how privacy applies to customer details before you share them, and share only what a serious buyer needs at each stage of the process. Write a one-page note describing where each kind of record lives and who can open it, so a buyer can find things without you.

Key takeaways

• Make records searchable by date, customer, route and driver.
• Trace sample invoices back to delivery evidence.
• Share customer details only as the sale progresses.