Transporter Vetting Questionnaire
Transporter Vetting.
Pre-appointment questionnaire for road and rail transporters seeking to carry AYCAS cargo. Complete and return with certified supporting documents before any load is tendered or nominated.
1 · Operator Identity§ Company
Registered Legal Name
Trading Name (if different)
Country of Registration
Company / Registration No.
Tax Identification No. (TIN / VAT)
Date of Incorporation
Years Trading as Transporter
Registered Address
Depot / Yard Address(es)
2 · Contact & Authorised Representation§ Contacts
Primary Contact — Name
Role / Title
Email
Telephone (with country code)
24-Hour Operations Line
Operations Email
Authorised Signatory — Name
ID / Passport No.
3 · Mode & Route Coverage§ What you haul, where
Mode OfferedRoad ☐ Rail ☐ Intermodal ☐
Commodity Classes CarriedGrains ☐ Minerals ☐ Fuel ☐ Chemicals ☐ Dairy ☐
Countries Operated / Permits HeldZW ☐ ZA ☐ ZM ☐ MZ ☐ BW ☐ MW ☐ TZ ☐ CD ☐ Other: ______________
Primary Corridors (list up to four)
4 · Fleet Declaration§ Equipment offered
List every horse and trailer proposed for AYCAS consignments. Attach copies of registration books, current roadworthy certificates, and tracking-system screenshots. Add continuation sheets if required.
| # |
Registration |
Make / Model |
Year |
GVM (t) |
Axle Config |
Trailer Type |
Cap (MT) |
Last Roadworthy |
Tracking |
| 1 | | | | | | Tautliner / Tipper / Tanker / Flatbed | | | Y / N |
| 2 | | | | | | Tautliner / Tipper / Tanker / Flatbed | | | Y / N |
| 3 | | | | | | Tautliner / Tipper / Tanker / Flatbed | | | Y / N |
| 4 | | | | | | Tautliner / Tipper / Tanker / Flatbed | | | Y / N |
| 5 | | | | | | Tautliner / Tipper / Tanker / Flatbed | | | Y / N |
| 6 | | | | | | Tautliner / Tipper / Tanker / Flatbed | | | Y / N |
Total Horses Owned
Total Trailers Owned
Average Fleet Age (years)
Total Drivers Employed
Telematics Provider
Live Read-Only GPS Access Available?Y ☐ N ☐
5 · Licences & Cross-Border Authorisations§ Right to haul
Road Motor Transport Operator Licence No.
Licence Expiry
CBRTA Permit Ref (where applicable)
Permit Expiry
COMESA Yellow Card / SADC 3rd-Party Ref
Expiry
Customs / Bonded Carrier StatusASYCUDA ☐ Bonded ☐ N/A ☐
ZIMRA Tax Clearance (ITF 263) Current?Y ☐ N ☐ N/A ☐
Other Regulatory Authorisations (dangerous goods, overload, abnormal load)
6 · Insurance§ Cover in force
State the cover currently held on each policy below. AYCAS will confirm, on review, whether the levels declared meet requirements for the cargo and corridor proposed.
Goods-in-Transit (GIT)
Insurer
Policy No.
Sum Insured per Consignment (USD)
Expiry Date
Motor Third Party
Insurer
Policy No.
Third-Party Limit (USD)
Expiry Date
Public Liability
Insurer
Policy No.
Limit of Indemnity (USD)
Expiry Date
7 · Safety Record & References§ Track record
Serious Incidents — Last 24 months
Cargo Claims — Last 24 months (count / USD)
Brief Description of any Loss / Incident
| # |
Reference — Company |
Contact Name & Role |
Email / Phone |
Relationship (yrs) |
| 1 | | | | |
| 2 | | | | |
| 3 | | | | |
8 · Transporter Declaration§ Attestation
The undersigned, being an authorised officer of the transporter named in this form, declares that the information provided is complete, accurate and current. We confirm that all vehicles, drivers and operating licences listed are valid and in good standing at the date of signing, that the insurance policies listed are in force, and that the transporter, its directors and its beneficial owners do not appear on any international sanctions list (OFAC, UN, EU, UK, RBZ). We undertake to notify AYCAS Commodities in writing within 10 business days of any material change, any serious incident, or any lapse in licensing or insurance.
Authorised Signatory — Full Name
Role / Title
Signature
Signed on behalf of the transporter
Date (DD / MM / YYYY)
Company Stamp
Affix company stamp / seal within this area
9 · Submission§ Return instructions
Return the completed form with certified supporting documents to trade@aycascommodities.com. AYCAS will acknowledge receipt within two working days. Vetting includes fleet verification, driver licensing checks and reference calls, typically completed within seven working days.