Company Documents, Templates and Guidance Notes

Company Documents, Templates and Guidance Notes

The documents section is your central source of approved information, providing access to key resources, forms, reference materials and guidance notes that support KC Group Shipping’s day-to-day operations. Each document is carefully managed through version control to ensure accuracy, consistency, and alignment with our standards of professionalism, safety, and operational excellence across all logistics, freight forwarding, and supply chain activities.

This library is designed to help teams work collaboratively and with confidence, using up-to-date and trusted information.

If you feel additional documents or downloads would be beneficial, please speak with your line manager, Dale, or Jeswin, who will review and arrange updates where appropriate.

Below are some important documents you will need in your role at KC, along with explanations for their use.

Download Documents

Please use the table below to download the document(s) you need.

File Type	Document Title	Download
	KC Group Shipping Letterhead	Download
	KC Group Shipping Bank Details	Download
	Appointment Letter - Direct Customs Agent 2026 Template (Jan 2026), which all customers for whom KC is making a customs declaration as “Direct Agent”, should complete on their own letterhead, signed by an authorised signatory of the customer.	Download
	Credit Application Agreement Master Document Credit Application Master Document (Jan 2026) for any credit application if pre-authorised by KC	Download
	WCA Agency Agreement template (Jan 2026) To be used for all potential overseas forwarding partners, enrolled members of WCA, for whom KC is requested to provide a service to and will invoice (KC not receive services from – although the agreement may be used reciprocally). Neither should KC accept the potential partner’s own agency agreement unless it’s the partner who will predominantly provide KC with a service and invoice KC.	Download
	Non-WCA Agency Agreement template (Jan 2026) To be used for all other overseas forwarding partners, non-members of WCA, for whom KC is requested to provide a service to and will invoice (KC not receive services from – although the agreement may be used reciprocally). Neither should KC accept the potential partner’s own agency agreement unless it’s the partner who would predominantly provide KC with a service and invoice KC.	Download
	British International Freight Association (BIFA) Standard Trading Conditions (valid from 1^st Jan 2026) BIFA 2025 standard trading terms and conditions to accompany, in all cases, any of the above templates or in response to a customer or partner enquiry.	Download
	Direct Agent Appointment and Customer generated documents (questionnaires, agreements, undertakings etc) Guidance Notes Guidance Notes for Direct Agent appointments (as per download above) and for answering customer questionnaires (including guidance on the perils of signing overseas partner agency agreements) given that many customer agreements we receive, attempt to extend KC’s responsibilities and liabilities which, if unchecked, would be detrimental to KC’s own liability insurance cover as well as silently impose conditions on KC which have an unplanned and unrecoverable financial cost attached to agreeing to them. To that extent accepting at face value WCA and non-WCA agency agreements generated by overseas agents, not KC as per the above downloads, and when KC is predominantly providing services to the agent, the guidance also applies.	Download
	KC Group Shipping Privacy Notice - External Use GDPR Privacy Notice in response to any customer enquiry concerning use of their data, in accordance with GDPR regulations.	Download