Internal audit of transportation business
Updated: July 2024, 3
One day, you suddenly get a call? On-site inspection of the transport company used
Officials from the Ministry of Land, Infrastructure, Transport and Tourism may conduct on-site inspections of freight forwarding business offices. During the on-site inspection, internal documents will be inspected and interviews will be conducted to determine the legal compliance status of the freight forwarding business.
It is common for companies that have been running their own transportation business for many years to find themselves unsure of the status of their company's procedures due to changes in personnel, loss of documents, etc. In such a situation, if your company's personnel were assigned to handle the on-site inspection, they would be very anxious.
If you suddenly receive a notification for an on-site inspection, before you panic, check your company's legal compliance status.
Confirmation items and explanations for legal compliance status
Application/Notification matters
Businesses that have registered and obtained permission for freight forwarding business are obligated to apply and submit procedures, etc., in response to changes in matters related to the business.
| Type of transportation facility used | There are four modes of transportation (transportation modes): automobile, railway, sea, and air, and registration and permission are required for each mode. For example, a business that has only been granted permission for maritime transportation must not outsource air transportation to perform such transportation; if they do so, they will need an air transportation permit. |
| Area or section of transportation | You can only use a transportation company within the area/section for which your company is registered. If you wish to use a subcontractor's services beyond the scope of your own registration, you will need to obtain approval to change your business plan. |
| Notification of changes related to corporate information | If there are any changes to corporate information, such as changes to the company name, registered head office address, or representative, notification must be made without delay. |
| Change of officers | If there is a change in the registered officers (officers without representative authority), the change from July 7st to June 1th of each year must be notified by July 6st. |
| Notification due to minor changes | Business plan for transportation ・If there are minor changes to the collection and delivery business plan, notification must be made without delay after the change. The following items are considered minor changes. ・Name and location of main office ・Name and location of office ・Overview of cargo storage facilities ・Overview of the actual transport company or freight transport company to be used ・Name and address of the representative of the business outsourced to receive the cargo; name and address of the business office; ・Area where cargo is collected and delivered ・Name and address of collection and delivery office ・Name of representative of collection/delivery contractor, name and address of business office, and number of collection/delivery vehicles of the contractor ・Resuming a suspended business |
| Business Report | Business overview reports must be submitted within 100 days after the end of each business year, and business performance reports must be submitted by July 7 of each year. |
| Changes to the terms and conditions of carriage | If there is a change in the contents of the approved terms and conditions of carriage, the changes to the terms and conditions of carriage must be approved. Examples of changes to the terms and conditions include the type of transportation facility used, matters regarding the collection or refund of freight and fees, matters regarding receipt, delivery and storage, and matters regarding compensation for damages and other responsibilities. |
| Changes in fares and charges | If the details of the fares submitted in the fare setting notification are changed, notification must be made within 30 days after the change. |
Required Notices
As stipulated by the Freight Forwarding Business Act and the Enforcement Regulations of the Freight Forwarding Business Act, consigned freight forwarding business operators are obligated to post notices that are easily visible to the public at their business offices where consigned freight forwarding is conducted. Items that should be posted include:
- First class freight forwarding business operator / Second class freight forwarding business
・Type of transportation facility used
・Fares and charges
・Terms and conditions of transportation
・Area or section of transportation
・Scope of work
・Freight collection and delivery base
Our support process
1. discovery
(1) Free consultation
Please contact us and request a free initial consultation.
(2) Interview
Through interviews, we identify potential problem areas.
(3) Inspection
We will review your company's internal documents and other materials to identify the specific problems.
2. correction
(1) Creating a to-do list
Create a to-do list to correct any problems you discover.
(2) Negotiation
Our company will communicate with the responsible authorities regarding the contents of the To-Do that require coordination and confirmation with the competent government.
(3) Implementation
We will carry out the necessary application and notification procedures to correct problems.
3. prevention
We will provide feedback on measures to prevent recurrence. If you wish, we will continue to provide support services even after the procedure is completed.
Recommended for these types of businesses.
・The person in charge has resigned and there is no one in the company who knows.
・I am concerned about whether the business scheme is legal.
・I want to take precautions because an on-site inspection is scheduled.
・I'm busy with my main job and don't have time to go through the permitting process.
・There is no reliable administrative scrivener nearby.
Benefits unique to our company
1. We have staff who are familiar with transportation procedures.
Our staff, with extensive experience in handling numerous applications and notifications, will support you with the procedures and communication with regulatory authorities.
2. Strong support throughout the country
We have four branches in Tokyo, Osaka, and Nagoya, and are able to accept requests from businesses nationwide. If a field survey or administrative consultation is required, we will visit the site and provide support.
3. Speed compatible
At our company, we handle tasks as a team, not by a single person. By dividing the detailed practical work internally and outsourcing, we can manage multiple tasks simultaneously, enabling us to respond quickly.
For applications for freight forwarding business, please contact Support Administrative Scrivener Corporation
Support Administrative Scrivener Corporation provides application support and consulting services related to the Freight Forwarding Business Act to both those who are newly obtaining registration and permits for freight forwarding businesses and those who already hold permits and registrations for freight forwarding businesses.
The freight forwarding business has moved from the stage of simply receiving registration and permission to the stage where it is required to establish a compliance system.
Our staff has a track record of applying in all prefectures across the country. Please contact us by all means.
Our dedicated staff handles cases nationwide.
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