Identify what is travelling without exposing its contents

Use a shipment reference and envelope count rather than writing sensitive document details on the outside. Seal the paperwork in suitable protective packaging. Retain the records your business needs before releasing originals.

If several document sets have different recipients, package and identify them separately. A single envelope addressed to one office should not contain undocumented delivery instructions for several other locations.

Confirm the person authorised to receive originals

Ask the destination whether reception can accept the package or whether a particular employee must receive it. Provide that person’s name, department, number and availability. A general office address is not enough when the handoff must reach a specific authorised party.

If the receiving office uses a mailroom at a different entrance, include that instruction. Keep the business’s handling requirements visible in the booking rather than burying them in a forwarded email thread.

Work backwards from the actual receiving deadline

Tell WTM when the envelope will be ready and when the receiver needs it. A deadline for a later meeting, approval or submission may mean the document needs to arrive earlier than the final event time.

Use courier for an agreed planned movement and request direct hotshot transport when the timing needs it. Do not assume a small envelope automatically travels on an emergency service; the deadline determines the urgency.

Keep custody references consistent

Match the booking reference, package label and receiving instruction. After the handoff, the available POD provides a record of delivery. Your business should retain its own document list separately so it can identify which originals were placed in the sealed package.

For illustration, one office may send a sealed commercial agreement package for review at another office. WTM transports the prepared package; the receiving team controls who opens it, what review happens and whether another authorised return movement is needed.

Does a document courier arrange signatures on the documents themselves?

No. Request transportation to the appropriate person. Execution, review and witnessing of documents are separate from the courier’s delivery confirmation.

Can the original paperwork be returned afterwards?

Yes. Book the return once the receiving party has prepared and authorised the package for release, with its own pickup instructions.

Arrange the document movement with the authorised people and receiving deadline established before collection.