Driver Notification samples

Driver Notification samples

How you notify drivers about the Association matters. They should understand that they are free to meet contract standards any way they choose, but that joining A4DD is a great way for them to satisfy requirements easily and affordably. You may wish to explain that other parties or forces beyond your control are behind the changes, and you may show drivers how they will benefit too.

The samples below are based on actual communications used successfully by delivery companies. In addition to customizing and letting us review your drafts, we recommend that you always obtain qualified legal counsel. Working together, we can help you get started  smoothly. 

[Note: any text below that is in italics and within brackets, like this text, is our commentary.]

SAMPLE LETTER #1

To Our Independent Drivers – Important Notice:

Because of recent developments related to insurance and transportation law, [COMPANY NAME] must adjust our independent contractor driver standards. These changes are necessary for us to continue to meet customer requirements.  Drivers contracted with [COMPANY NAME] will have to show proof of compliance with these changes by [DEADLINE DATE]:

   1.  Occupational Accident Insurance Coverage with acceptable limits, or Workers Compensation insurance with confirmation that you are covered under the policy.  [COMPANY NAME] must receive a certificate of insurance as proof.

   2. Your own Delivery Manifest Form that records pick-ups and deliveries in a format that is capable of being used to invoice your work. [COMPANY NAME] will no longer accept the use of our company manifest forms by independent drivers.

We have looked into ways that let small delivery professionals meet these standards more easily and affordably. We wish to make you aware of a non-profit association called, The Association for Delivery Drivers. Its website is www.A4DD.org and we have attached information about it and its benefits.  This association can help you take care of everything you will need for the new requirements.

The bottom line is this.  If you want to continue contracting with [COMPANY NAME], then we must receive documentation for the new requirements above by [DEADLINE DATE]. However, if you provide proof of compliance within two weeks, we will award a $50.00 bonus for early compliance.

Sincerely,
[Owner’s Name]

SAMPLE LETTER #2

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. We have researched an option that will make this easier and more affordable for you. Its name is The Association for Delivery Drivers (A4DD.org), and we have attached information about it and its benefits. This non-profit association can help you take care of everything you need.

As of [DEADLINE DATE], 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. Occupational Accident Insurance with acceptable limits or Workers Compensation with confirmation that you are covered under the policy. [OUR NAME] must receive proof of your coverage (certificate of insurance). You will find that Occupational Accident insurance is normally easier to get and more affordable.  A4DD’s insurance plan has no maximum age and can be fully portable.

2. Cargo Insurance to cover claims for loss to customer property in your care, or that of any other carrier you utilize, with limits of not less than $5,000 per occurrence and a deductible no greater than $250. [OUR NAME] must receive a certificate of insurance as proof.

3. Your own Delivery Manifest Form that records pick-ups and deliveries on file with us.  We must have a sample of your manifest on file regardless of whether your form is used for the work under our contract.

4. Documented participation in a safety program designed for delivery workers, which shall include at least [choose frequency] 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 seems to offer better benefits for a lower premium than you are paying now with [TPAX].

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 attached flyers and website (www.a4dd.org). Its mission is to gather together in one place the essential products and services you need to succeed. The cost to become a member is barely $1.00 per week.

[OUR NAME] and the Association for Delivery Drivers are separate and unrelated. You do not have to join A4DD or use their services. But you do need to satisfy our contract requirements, which should be easier and more affordable as a member of A4DD.

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 from our staff is available we would be happy to show you more about why we recommend the Association to your attention.

SAMPLE LETTER #3

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. To do that, delivery companies like [OUR NAME] have to respond to the demands of customers. Some of these demands get passed down to you. Because we know you’re a small business, [OUR NAME] will always be on the lookout for options that let you meet standards more easily and affordably. In the end, it is up to you to find and choose whatever solution works best for you.

This is why we want you to know about the Association for Delivery Drivers (A4DD). This non-profit organization’s mission is to  serve you, the independent delivery driver. It gathers together in one place discounted products and services you need to succeed, and it seems to offer a lot.

A4DD provides the Occupational Accident insurance required by your contract, for example, at a low cost with no maximum age. Plus, you can be protected no matter what carrier you are delivering for. We have arranged with A4DD to offer you a [OUR NAME] “Contracting Carrier Code” of xxxxxXX.  Use it when you enroll and save as much as 25%.

[OUR NAME] and the Association are separate and unrelated. You do not have to join A4DD, but you do need to comply with your contract standards.  We encourage you to check out A4DD to take care of this easily and affordably. The cost to join barely $1.00 a week. We’ve attached information about A4DD and its 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 on our staff 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 A4DD and its member benefits, we will award 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.

Sincerely,
[Owner’s Name]