Working with third party hauliers can be a smart move. It gives your business extra flexibility, helps you meet demand during busy periods, and allows you to expand your reach without needing to grow your own fleet overnight. But it also comes with risks, especially when it comes to compliance. At VWS, we have seen how quickly things can unravel if those risks are not managed properly.
The truth is, once a third party haulier moves waste on your behalf, your name is still on the paperwork. That means if something goes wrong, whether it is incorrect reporting, missing documentation, or illegal dumping, your business could still be held accountable. So how do you stay compliant when you are relying on someone else to do the work?
Start with Clarity
It all begins with knowing exactly who you are working with. That might sound obvious, but in a fast-paced environment, it is easy to bring in a haulier based on availability rather than reliability. Take the time to check their credentials. Are they properly licensed? Are their vehicles compliant? Do they understand the reporting responsibilities that come with each job?
Getting this information upfront helps protect you from future headaches. It is also worth putting clear service level agreements in place so expectations are aligned on both sides, from data sharing to timing and documentation.
Keep a Record of Everything
Documentation is your best defence. When you work with third parties, make sure there is a clear audit trail of every waste movement, every handover, and every load completed. This should include digital records, weighbridge tickets, job confirmations, and any photos or signatures captured at the time.
Ideally, these records should be stored in one central system so you are not digging through emails or chasing missing paperwork. When everything is in one place, it is easier to produce evidence of compliance if and when you are asked to.
Share Data in Real Time
One of the biggest challenges with third party hauliers is not knowing what is happening in the field. You might send a job out in good faith, only to find out later that it was delayed, done incorrectly, or not done at all. That disconnect can cause issues with your customers, and worse, it can affect your legal obligations under new regulations like Digital Waste Tracking.
The best way to close that gap is through real-time data sharing. If your hauliers can update job statuses as they go, capture waste details on-site, and sync that back to your system, you stay in control. It also helps you spot issues early and respond before they escalate.
Standardise Your Process
Not every haulier will use the same systems or follow the same processes. That is why it is important to have a standard way of working that they can follow when carrying out jobs for your business. From how data is recorded to what information is collected, consistency helps reduce errors and ensures that nothing falls through the cracks.
You do not need to change how they run their own business, but you should be clear on how they report back to you. If possible, give them access to your systems or use shared tools that make collaboration simple and transparent.
Train and Support Your Partners
It is easy to assume that third parties will know exactly what to do, especially if they have been in the industry a while. But every business operates differently, and regulations are constantly evolving. A short training session or onboarding guide can go a long way in making sure everyone is on the same page.
Help your hauliers understand your compliance requirements, what the expectations are around data accuracy, and how to deal with exceptions. When your partners feel supported, they are more likely to do the job right.
Build Trusted Relationships
Compliance is not just about systems and paperwork. It is also about trust. The more reliable your haulier network is, the easier it is to manage risk and deliver consistent service. Take the time to build strong relationships with the third parties you use regularly. Check in often, share feedback, and keep communication open.
Over time, those trusted relationships become an extension of your own team. They care about doing things the right way because they know it matters to you.
At VWS, we help businesses create connected, compliant systems that work just as well with third party hauliers as they do with internal teams. When everyone works from the same platform, with clear expectations and real-time updates, staying compliant becomes a whole lot simpler, even when the work is being done by someone else.