These instructions set out how transport assignments organised or performed by GVM Europe Kft. are to be prepared, carried out and documented.
Each assignment is governed by the confirmed order, applicable legislation, international conventions and safety regulations. These instructions do not in themselves alter contractual liability or the allocation of responsibilities between the parties.
1. Checking the order
Before transport is organised or begins, the following must be checked:
- the details of the principal and the contact persons;
- the exact addresses of the loading and unloading points;
- loading times, time windows and site access requirements;
- the description, quantity, weight, dimensions and packaging of the goods;
- the required vehicle type and equipment;
- the contractual allocation of responsibility for loading, securing and unloading;
- any special handling, temperature or security requirements;
- the necessary documents and permits.
Where information is incomplete or contradictory, any uncertainty must be resolved before performance. Conditions that are unlawful or cannot be met safely must not be accepted.
2. Selection of vehicle and service provider
The vehicle and service provider selected for an assignment must suit the nature of the goods, the route and the terms of the order.
Before departure, the following must be checked in particular:
- that the necessary authorisations and documents are available;
- that the vehicle is in a safe technical condition;
- that the load compartment is clean, dry and compatible with the goods;
- the condition and suitability of the load-securing equipment;
- the necessary protective equipment;
- for specialised assignments, the required equipment and its working order.
Planning must take account of driving and rest periods, route restrictions and permit requirements. Deadlines do not justify breaking the rules.
3. Arrival at the loading point
The driver or the on-site service provider reports to the designated contact person and complies with the site’s access, traffic and health and safety rules.
If there is waiting time, a delay, refused entry or any other obstacle, the operations contact designated in the order must be informed.
The start and end of any waiting time and its known cause must be documented. The conditions under which waiting time or other additional costs may be charged are set out in the contract.
4. Taking over the goods
When taking over the goods, the following must be examined, to the extent permitted by the mode of transport and the practical means of inspection available:
- whether the consignment can be identified;
- the number of packages and the markings, where accessible;
- the apparent condition of the goods and their packaging;
- any discrepancies between the order, the documents and the consignment handed over.
Any damage, shortage, inadequate packaging or other material discrepancy must be recorded accurately on the receipt document or in a separate report, and reported to the operations contact.
If the inspection cannot be carried out, the specific reason must be documented. The person taking over the goods must not confirm any quantity or condition that they were not actually able to check.
5. Loading and load securing
Those involved in loading follow their contractual responsibilities, the site rules and the safety requirements.
Attention must be paid to the positioning of the load, the load distribution, the vehicle’s permissible load and the proper securing of the goods.
Loading or departure must be stopped if:
- the load may shift or fall;
- overloading or improper load distribution is suspected;
- the packaging or securing is not suitable for safe carriage;
- the work could cause personal injury or another immediate hazard.
Any such issue must be reported and a safe solution agreed. The contractual allocation of responsibilities does not justify ignoring a dangerous situation.
6. Documents and departure
Before departure, it must be checked that the documents required for the transport assignment are present and that the information in them is consistent.
Depending on the assignment, a consignment note, delivery note, packing list, customs document, permit or other accompanying document may be required.
Where a seal is used, its identification number and condition must be recorded. Any opening or replacement of a seal must be documented, together with the reason and the circumstances.
If a document is missing or incorrect, it must be clarified before departure whether carriage can lawfully and safely begin.
7. Tasks during transport
Transport must be carried out in accordance with the accepted order and the agreed operational instructions.
The designated contact person must be informed of:
- any expected delay;
- any significant change of route or disruption;
- any vehicle breakdown;
- any irregularity affecting the consignment;
- any action taken by the authorities;
- any other circumstance affecting performance.
Where instructions are materially changed, the authority of the person giving the instruction must be verified. The change and the time at which it was made must be recorded in a traceable manner.
The safety of the load and the condition of the securing must be checked as required by the regulations and the circumstances.
8. Consignments requiring special handling
Dangerous goods, temperature-sensitive consignments, oversized loads and other special cargo may only be accepted once the necessary conditions have been clarified.
Before the assignment, the following must be agreed:
- the classification of the goods and their handling requirements;
- the specific regulations that apply;
- the necessary authorisations, equipment and documents;
- the method of checking and documentation;
- the procedure to be followed in the event of an irregularity.
For temperature-controlled transport, the required temperature range, the checkpoints and the handling of deviations must be specified in the order.
These instructions do not replace the detailed professional procedures required for specialised transport assignments.
9. Unloading and handover
At the unloading point, it must be checked that the goods are handed over to the consignee named in the order or to a duly authorised recipient.
The handover document must record the time of handover, the details needed to identify the recipient and any reservations.
Any shortage, damage or objection on receipt must be documented accurately. Observed facts must be kept separate from conclusions about liability.
If acceptance is refused or delivery is unsuccessful, the operations contact must be notified. Without prior agreement, the consignment must not be taken to another address, left unattended or handed over to an unauthorised person.
10. Accidents, loss events and emergencies
In an emergency, the priority is to protect human life and physical safety, to prevent further danger and, where necessary, to call the emergency services.
The designated contact person must be notified as soon as possible. Within safe and lawful limits, the following must be recorded about the incident:
- the time and place;
- the known circumstances of the incident;
- the consignment affected and the visible consequences;
- the measures taken;
- the documents and evidence available.
Photographs may be taken only to the extent necessary, with due regard for personal data and any on-site restrictions.
No obligation to pay compensation, settlement or admission of liability may be entered into or made on behalf of the Company without appropriate authorisation. This must not prevent factual documentation or the provision of necessary assistance.
11. Closing the assignment
After performance, the following must be collected and handed over to the responsible administrator:
- the receipt and handover documents;
- the documents relating to the transport assignment;
- records of discrepancies and emergencies;
- details of confirmed waiting times and agreed additional tasks.
The documents must be handled in accordance with the internal records management rules and the applicable retention requirements.
Incomplete documentation and open questions about performance must be resolved before invoicing.
12. Communication and instructions
The primary operations contact is the person named in the order.
Central phone number: +36 57 405 250
Email: info@gvmeurope.hu
In urgent matters affecting safety or immediate performance, a telephone call is required; any material agreement must then also be confirmed in writing.
Operational instructions may not override mandatory legal or safety requirements. Where instructions conflict, the uncertainty must be resolved before they are carried out.