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Document shipments by courier: checklist for businesses
A concise checklist for businesses that send confidential documents by courier. Covers packaging, data protection, notarisation and proof of delivery.
Quick answer
Use a courier for confidential documents when you need personal handover and clear proof of delivery. Follow this checklist: secure packaging, recipient identity checks, data-protection measures, notarisation where required, and documented proof of receipt. This lowers loss and liability risks and protects sensitive content.
1. When to choose a courier
Choose a courier for time-sensitive, confidential or notarised documents. Typical cases: signed contracts, notarised papers, original certificates and personnel files. A courier delivers in person and can verify identity at handover.
2. Clear responsibilities before shipping
Assign a staff member to prepare and approve the shipment. Check legal and internal rules (data protection, compliance, archiving). Decide which copies stay in-house and which originals go out.
3. Ensure privacy and confidentiality
Limit access during preparation. Use sealed envelopes, opaque inner sleeves and tamper-evident bags if needed. Log the shipment in your system (date, time, courier ID, recipient). Confirm with the courier whether additional data-processing agreements are required.
4. Packaging and labelling
Use sturdy, flat envelopes or slim boxes that keep documents flat. Avoid filler that creases or shifts contents. Label the package neutrally—do not describe contents on the outside. If you add handling labels, avoid revealing details.
5. Notarisation, signatures and delivery options
For notarised documents or required witnesses, notify both recipient and courier in advance. Schedule time windows for in-person signatures or appointment deliveries. Ask for signed proof of receipt or a photograph of handover if permitted. Clarify whether legal notarisation is required at destination.
6. Identity checks at handover
Require an ID check at delivery. Define accepted ID forms (national ID, passport, company ID). Record that the ID was checked in the delivery note without storing unnecessary personal details.
Frequently asked questions
Do I need a data-processing agreement with the courier?
Check your internal rules and data-protection needs. For sensitive personal data, a written agreement or documented processing terms are usually advisable. Clarify this before booking.
How do I document delivery reliably?
Request a signed proof of receipt including date, time and courier ID. Add an allowed photo of the handover as extra evidence if your policy permits.
Can I send originals and copies together?
Yes. Mark which documents are originals. Keep copies in-house as backup and minimise the number of originals you send.
What if the recipient refuses to sign?
Record the incident immediately with timestamp and courier details. Inform the sender and decide whether to return the shipment, retry delivery, or resolve identity concerns first.