Identify which originals actually need to travel

Make a list before sealing the package. A scanned copy can help the receiver prepare, but it does not remove the need to identify the physical originals being sent. Keep your own record of the enclosed documents and any revision numbers.

For a project pack, separate working copies from the documents requiring an original signature. A cover sheet can identify the intended department and project reference without exposing unnecessary confidential detail on the outside of the envelope.

Protect drawings and binders appropriately

Use a rigid envelope, document box or protective tube that suits the format. Rolled drawings should remain identifiable as a separate handling unit when other files travel in a carton. Give WTM the dimensions and weight of every packed unit.

Explain any keep-flat or do-not-bend requirement at booking. Packaging does the physical protection; a label alone does not stop a loose drawing being creased inside an unsuitable envelope.

Arrange an authorised office handoff

Name the Calgary recipient and an alternative authorised receiver. A large office may have a mailroom that accepts deliveries before the intended project manager sees them. Decide whether that handoff is acceptable and put the instruction in the request.

The latest useful arrival time should allow for whatever the receiving team must do next. For example, the team may need to inspect the file before a meeting. Delivery to the building shortly before the meeting does not necessarily give them usable preparation time.

Retain the transport evidence without overclaiming it

WTM provides shipment tracking and available proof of delivery through the Customer Portal. Those records identify the transportation and receiving handoff. They do not prove that the receiver has reviewed the contents or that an application, approval or filing is complete.

When the sender is collecting signatures at several offices, describe each stop separately. A direct document delivery and a multi-stop collection are different jobs. The quote should show the arrangement that actually needs to happen, including any agreed return of the signed package.

Document courier questions

Can the package be collected from a Lloydminster project office?

Yes. Give the exact office, collection contact and the time the sealed documents will be ready.

Does the courier check the document contents?

The sender should verify and record the contents before sealing. WTM transports the identified package rather than auditing the project file.