Driver Notification Letter Samples
[It matters how you notify drivers about the Association. You want them to understand that joining ADD is a great way for them to satisfy your contract requirements easily and affordably. You also need them to know they are free to meet your standards any way they choose. The following are letters used successfully by Contracting Carriers. You should of course customize your own. We would be happy to review it and offer suggestions. Also, consider showing it to qualified legal counsel. Working together, we can make the start-up process smooth for you and your drivers. Note: any commentary is italicized within brackets, like this text.]
SAMPLE LETTER #1
Attention Independent Drivers – Important Notice:
In response to changing requirements from our customers and trends in transportation law, [OUR NAME] has had to make changes in our driver contract standards. Over the coming days you will need to comply with these changes, but we have at least researched an option that will make this easier and more affordable for you. Enclosed is information about an association that’s been formed to assist contractors in the transportation industry. Its name is The Association for Delivery Drivers (ADD) and its website is www.A4DD.org. This association can take care of everything you need for the new requirements.
As of October 28th, the new standards for all Independent Delivery Drivers will include: [be sure to add to or subtract from the items below to reflect the kinds of changes you will be making to your IC driver standards]
1. Workers Compensation Coverage or Occupational Accident Insurance Coverage with acceptable limits and with [OUR NAME] receiving evidence of such coverage (certificates of insurance). You will probably find that Occupational Accident insurance is easier to get and more affordable.
2. Cargo Insurance on an all-risk (versus legal liability) policy form to cover claims for loss to customer property in Contractor’s care, or that of any other carrier utilized by Contractor, with limits of not less than $5,000 per occurrence. [OUR NAME] must receive a certificate of insurance as evidence.
3. Personal Delivery Manifest Form to record pick-ups and deliveries in a format that meets our contract standards and that is capable of being used to invoice your work. Note that [OUR NAME] will no longer provide nor accept the use of our manifest/invoice forms by independent drivers.
4. Certification of participation in an occupational safety program satisfactory to Company, which shall include ongoing safety education and incentives or rewards for a positive safety record.
[Add if you use a TPA –] Many of you are already enrolled in an Occupational Accident Coverage program through [TPAX]. I encourage you to take a look at the coverage and premium being offered by The Association for Delivery Drivers. ADD’s program offers better benefits for a lower premium than you are paying now with [TPAX].
For those contractors/vendors who do not have Workers Compensation Coverage (WC) or Occupational Accident Coverage (OccAcc), or if you have been unable to secure this insurance due to age limitations, The Association for Delivery Drivers has coverage available that satisfies [OUR NAME]‘s contract requirements. [Depending on the standard you set, use one of the following:] You should choose “Plan A” benefits / You may choose either Plan A or Plan B benefits. Use [OUR NAME]‘s “Contracting Carrier Code” of xxxxxXX when you apply and save up to 20% or more! Medicare and Social Security will no longer be considered adequate coverage.
The Association for Delivery Drivers offers benefits that will help you satisfy all of our new contract standards and more, as you will see from their flyer and website. Its mission is to gather together in one place all the tools and resources you need to succeed. And the cost to become a member works out to less than $1.00 per week.
[OUR NAME] and the Association for Delivery Drivers are separate and unrelated. You do not have to join ADD or use their services. But you do need to satisfy our contract requirements. This promises to be easier and more affordable as an ADD member.
The bottom line is this: If you wish to continue contracting with [OUR NAME], updated evidence of ‘WC’ or ‘OccAcc’ insurance must be submitted to [OUR NAME] on or before Xxxxxxxx XX, 20XX. On the other hand, if you complete the enrollment process with ADD within 7 days, we will pay one-time bonus of $XX.xx to you for expedited compliance.
Note: we realize that it is a challenge to operate a business these days. [OUR NAME] has a computer terminal available for Contractor/Vendor business use, and if someone is available we would be happy to show you more about why we recommend the Association to your attention.
SAMPLE LETTER #2
To Our Independent Drivers – Important Notice:
We know you work hard to make a living and we want to be able to offer you as much good-paying work as possible. In order to do that, delivery companies like [OUR NAME] have to respond to the demands of customers, and some of these demands get passed down to you. We realize that you are a small business, and that compliance is a challenge. [OUR NAME] will always be on the lookout for ways to let you operate more easily and successfully.
We also share an interest in finding ways that let you save money! After all, these days it’s tough to earn more. In order to get ahead, we all need to bring costs down without hurting service to our customers.
This is why we want you to know about the Association for Delivery Drivers (ADD). This not-for-profit organization is about serving you, the independent delivery drivers. Its mission is to gather together in one place all the tools and resources you need to succeed, and it seems to offer you a lot. You can get the Occupational Accident insurance we require at a lower cost, as well as advantages like prescription drug discounts and no maximum age. Plus, you can be protected no matter what carrier you are delivering for. Use [OUR NAME]’s “Contracting Carrier Code” of xxxxxXX when you apply and save even more — as much as 20% or more!
[OUR NAME] and the Association are separate and unrelated. You do not have to join or take advantage of ADD’s services. But we encourage you to check them out so you can continue to satisfy our contract requirements and save money. As members of ADD you’ll be able to stay qualified to contract with us, and the cost to join is just 75 CENTS a week.
For our part, we are becoming an ADD Contracting Carrier to support ADD’s mission. We are enclosing information about their services, and you can learn more online at www.A4DD.org. [OUR NAME] has a computer terminal available for drivers’ business use, and if someone is available we would be happy to show you more about why we recommend the Association.
One last thing. Because we see so much value in ADD, its insurance plans, and its other benefits, we will reward drivers who enroll during the next ten days with a one-time bonus of $XX.xx. The rest is up to you! Be smart and take care of your business today.
SAMPLE LETTER #3
To Our Independent Drivers – Important Notice:
As a result of recent developments related to insurance and transportation law, [COMPANY NAME] will have to make changes with our independent contractor driver standards. These changes are necessary for us to continue to meet our customers’ requirements. In the next few weeks, [COMPANY NAME] and our independent contractor drivers will have to implement these changes.
The new standards for all independent contractor drivers will include the following:
1. Workers Compensation Coverage or Occupational Accident Insurance Coverage with acceptable limits, with [COMPANY NAME] receiving evidence of such coverage (certificates of insurance).
2. Personal Delivery Manifest Forms to record pick-ups and deliveries in a format that meets our contractual standards and that is capable of being used to invoice your work. [COMPANY NAME] will no longer accept the use of our manifest forms by independent drivers.
3. Certification of participation in an occupational safety program satisfactory to [COMPANY NAME] that shall include ongoing safety education and incentives for a positive safety record.
We have researched the various programs available to help courier companies comply with these changes, and have found an option that will make it easier and more affordable for you to make these changes. Enclosed is information about a non-profit association that has been formed to assist contractors in the transportation industry. Its name is The Association for Delivery Drivers, and its website is www.A4DD.org. This association can take care of everything you will need for these new requirements.
The bottom line is if you want to continue contracting with [COMPANY NAME], updated evidence of Workers Compensation or Occupational Accident Insurance must be submitted to [COMPANY NAME] before XXXXXXX. However, if you complete the enrollment process with the Association for Delivery Drivers within two weeks, we will give you a $50.00 bonus.