Suggested Chamber to Chamber Documentation support procedure.

 

Agreement Letter


Where a Chamber has agreed to support another Chambers documentation service the BCC suggests that an agreement letter covering the following is signed to ensure both Chambers are clear on which Chamber is responsible for each part of the service. The Chamber seeking the support will need to grant access to their online certification provider for the agreed staff members at the supporting Chamber. If the supporting Chambers staff will be required to submit documents to be legalised then the Chamber being supported will need to submit the agreed staff signatures to the relevant organisations.

 

The letter will include.

  • the Chamber offering the support.
  • the Chamber receiving the support.
  • the names and email addresses of the individuals from that Chamber.
  • timeframe of support.

 

Invoicing

  • Exporters will remain with the supported Chamber and will continue to be invoiced by the supported chamber as normal.
  • The supported Chamber will also continue to declare the documents in their monthly BCC Documentation Return.
  • The Chamber offering support will invoice the supported Chamber on the basis agreed.


Handover


We recommend the Chambers conduct a handover to facilitate a smooth process for both staff and customers.

 

The handover should include:

 

    • Evidence declarations
    • Bulk evidence declarations
    • Exporter knowledge – Relationships with supplier companies etc.
    • Any special arrangements with exporters

 

 

 

Please note, this list is not exhaustive.

 

 

Suggested Agreement to support documentation service. 


The below agreement will need to be tailored to the terms agreed between the Chambers.

 

This agreement is between XXX Chamber of Commerce and YYY Chamber of Commerce that has agreed to support XXX Chamber of Commerce documentation service for the period from xx/xx/xxxx to xx/xx/xxxx.

 

 

XXX Chamber of Commerce accepts all liability for documents stamped with their Chamber Stamp by agreed staff from YYY Chamber of Commerce.

 

XXX Chamber of Commerce accepts all liability for documents first/second checked (but not stamped/signed) by agreed staff from YYY Chamber of Commerce.

 

XXX Chamber of Commerce will arrange for the following agreed YYY Chamber of Commerce staff to have access to their online providers system for the period agreed above:

 

Approved staff names:

 

Name:                                     Email address:

 

John Smith                              j.smith@YYYchamberofcommerce

 

Invoicing:

 

It will be the responsibility of XXX Chamber of Commerce to invoice exporters for documents certified with their stamp.

 

XXX Chamber of Commerce agrees to pay YYY Chamber of Commerce £’s per document checked/signed and YYY Chamber of Commerce will invoice XXX Chamber weekly/ monthly.

 

 

Confidentiality:

 

YYY Chamber of Commerce will ensure that the confidentiality of XXX Chamber of Commerce exporters is always maintained and not offer them any additional services without the written agreement of XXX Chamber of Commerce.

 

 

Signed                                                             Signed

 

 

 

XXX Chamber of Commerce                           YYY Chamber of Commerce

 

Dated                                                              Dated