1. Choose the Right Business Structure
Before you start trading, decide whether to operate as a sole trader or set up a limited company. Each has its pros and cons:
- Sole trader: Quick to set up, simple tax returns, full control. However, you’re personally liable for debts or claims.
- Limited company: More professional image, separate finances, potential tax advantages once earnings grow — but requires more admin and annual accounts.
If you’re starting small, a sole trader setup is usually fine. You can always register as a limited company later once income stabilises.
2. Register for Taxes and Insurance
Once you start earning, you must register as self-employed with HMRC. This allows you to submit your annual Self Assessment tax return. Keep accurate records of your income and expenses from day one — it will save you hours later.
You’ll also need courier-specific insurance before working with customers. At minimum, you should have:
- Hire & Reward insurance – legally required to carry goods for payment.
- Goods in Transit insurance – covers the items you’re delivering.
- Public Liability insurance – protects against damage or injury claims.
Store digital copies of your insurance documents and keep printed versions in your van for proof if needed.
3. Create a Simple Booking System
A clear, repeatable process for handling new jobs will make your business feel professional and keep customers returning. At a minimum, your system should include:
- Enquiry: Customer calls, emails, or submits via your website or social media.
- Quote: You confirm pickup, drop-off, van size, and price (per mile or fixed).
- Confirmation: Collect names, phone numbers, and access details.
- Job completion: Deliver on time, collect a signature, take a proof photo if needed.
- Invoice: Send same-day via email and include payment terms (e.g., 7 days).
A predictable process not only saves time — it also gives customers confidence in your professionalism.
4. Manage Your Finances and Invoices
Even if you only have a few customers, get used to managing cashflow properly. Use accounting software like QuickBooks, FreeAgent, or Wave to record transactions, mileage, and receipts.
Keep a separate business bank account for clarity. If you occasionally use your personal card, log it as a business expense later. Regular invoicing and polite payment reminders will keep your cashflow healthy.
For larger clients, consider offering direct bank transfers or setting up a simple online payment link. The easier it is for customers to pay you, the quicker you’ll get paid.
5. Build a Strong Local Reputation
Referrals are the easiest way to grow your courier business. To build a strong reputation:
- Always arrive on time and communicate clearly if delays happen.
- Follow up after jobs — a thank-you message goes a long way.
- Collect reviews and testimonials to use on your website or social media.
- Keep your van clean and branded — first impressions matter.
Consistency builds trust. A few good relationships with local businesses can fill most of your weekly schedule.
6. Use Tools to Save Time
Running a courier business involves admin, scheduling, and customer management. Use digital tools to stay organised:
- Google Calendar: Plan daily routes and deliveries.
- Route apps (Circuit, Road Warrior): Optimise delivery order and reduce fuel use.
- Canva or Google Docs: Create branded invoices and quote templates.
- CRM tools (HubSpot, Airtable): Track leads and repeat customers.
7. Plan for Growth
Once your business is stable, you can scale strategically:
- Add subcontractors: Partner with trusted drivers to handle overflow jobs.
- Expand your fleet: Lease or buy a second van when workload demands it.
- Target new sectors: Medical deliveries, same-day logistics, or B2B contracts.
Always grow gradually. Reliable service is more important than rapid expansion — customers value consistency over scale.
Key Takeaway
Running your own courier business is about systems, not speed. Register properly, protect yourself with the right insurance, and stay organised. When you deliver on time, communicate clearly, and manage your operations professionally, you’ll build a business that grows naturally through trust and repeat customers.
