Logistics Business Loans — Which documents do logistics companies need to apply?

Summary (quick answer): To speed a finance decision, logistics companies should supply company registration details, 2–3 years’ accounts (or management accounts), 6–12 months of business bank statements, VAT returns, tax and PAYE records, a full fleet register (V5s, MOTs, service history), insurance certificates, driver licences/CPCs, key customer contracts, invoices/aged debtor ledgers and any property titles or lease agreements if offering security. Complete our short enquiry form for a free eligibility check and we’ll match you to lenders and brokers who’ll confirm the exact list for your chosen product. Get Quote Now — Free Eligibility Check

Missing paperwork is the main reason funders delay or decline logistics finance. Below is a structured checklist and a detailed explanation so your business can prepare documents that increase the chance of a quick offer.

Quick checklist — documents you should have ready (download/print)

• Companies House entry & certificate of incorporation
• Last 2–3 years’ statutory accounts (or management accounts if newer)
• Latest management accounts and aged debtor/creditor reports
• 6–12 months business bank statements
• VAT returns (last 12 months) and HMRC correspondence
• Fleet register (V5s, ages, values, outstanding finance)
• V5C, MOTs, service histories and purchase invoices for vehicles
• Motor and goods-in-transit insurance, public liability and employer liability certificates
• Driver licences, Driver CPC certificates and relevant tachograph records
• Key customer contracts, purchase orders, and recent invoices
• Director(s) photo ID and proof of address (utility bill or bank statement within 3 months)
• Property deeds/lease if offered as security

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Why lenders and brokers ask for documents

Lenders and brokers use documentation to assess identity, legal status, trading performance, cashflow strength, asset condition and the value of any security offered. The logistics sector carries specific operational risks — vehicle condition, driver compliance, contract concentration and goods-in-transit exposure — so funders need evidence of mitigations (insurance, maintenance regimes, stable contracts) before pricing risk and issuing offers. Providing complete, well-organised documents typically speeds the process and can improve terms.

Core company & identity documents

Company registration & ownership

• Companies House printout (current company details / confirmation statement).
• Certificate of incorporation.
• Shareholders register or ownership structure, including any parent or holding company details.
• If the business trades under a different name, official proof of that trading name.

Director ID and proof of address

• Passport or UK photo driving licence for all directors/shareholders (clear scans).
• Proof of address for each director: recent utility bill or bank statement (dated within 3 months).
• Personal CV or short biography for key directors may help where lending decisions are credit-sensitive.

Financial documents lenders want

Statutory accounts & management accounts

• Last 2–3 years’ statutory accounts (signed and filed) where available.
• Latest management accounts (monthly or quarterly) showing profit & loss, balance sheet and a note on adjustments.
• If you’re newly trading, provide detailed management accounts and a director projection.

Bank statements, VAT returns and cashflow forecasts

• Business bank statements — typically 6–12 months; some lenders will ask for more if turnover is seasonal.
• VAT returns for the last 12 months (if VAT registered) and the VAT payment history.
• Rolling 12-month cashflow forecast highlighting peaks/troughs and how new finance will be repaid.

Tax and PAYE records

• CIS/PAYE records where applicable, payroll summaries and any HMRC correspondence about liabilities.
• Corporation tax returns or notices of assessment.

Logistics-specific documents (fleet, vehicles and people)

These are essential for vehicle, fleet and asset finance or when lenders take vehicle assets as security.

Fleet register — vehicles, ages, values

Provide a single spreadsheet listing each vehicle with:

• Registration number, make/model and year
• Mileage, purchase date and original purchase price
• Estimated current value and source of valuation (Red Book, dealer quote)
• Any outstanding finance (HP/lease) and location of vehicle

Vehicle paperwork — V5, MOT, service history

• V5C (logbook) copies for owned vehicles; hire/lease contracts for leased vehicles.
• Recent MOT certificates and full service histories to show maintenance standards.
• Invoices for recent repairs or refurbishments that affect value.

Insurance and driver documentation (CPC, licences)

• Motor insurance (business use), goods-in-transit and public liability certificates.
• Driver CPC certificates, driving licence copies and spot checks or training records.
• Tachograph records where applicable and proof of compliance processes for drivers.

If applying for asset finance, include independent valuation reports or dealer quotations to substantiate vehicle values.

Contracts, customers & trading evidence

Key customer contracts, purchase orders and long-term agreements

• Copies of major contracts showing term, renewal clauses, notice periods and payment terms.
• Evidence of contract rollovers or pipeline work where relevant.
• A summary page showing customer concentration (e.g. customers representing >20–30% of turnover).

Invoices, manifests, waybills and proof of collections

• Recent invoices (last 3–6 months), remittance advices and proof of collections.
• Aged debtor ledger and details of any disputed invoices.
• For invoice finance: debtor list, trading terms and contact details for top customers.

Documents required by finance type

Asset & vehicle finance

• Asset list and purchase invoices, delivery notes and V5/VAT invoices.
• Proof of ownership or hire/lease contracts (consent to refinance may be required).
• Valuation evidence or dealer quotations.

Invoice finance

• Aged debtor report, sample invoices and copies of customer contracts.
• Terms of trade and evidence you own the invoices you want to fund (no undisclosed assignment).
• Anti-fraud documentation and KYC for your major customers where requested.

Working capital / business loans

• Management accounts, bank statements, cashflow forecast and a short business plan showing use of funds.
• Director guarantees or security details if requested by the lender.

Commercial property / warehouse finance

• Title deeds, lease agreements, rent roll, commercial valuation and planning consents where applicable.

Each product will have bespoke documentation needs; brokers will confirm exact lists once they review your enquiry.

How to prepare and present documents (format, naming, security)

• Preferred formats: PDF for legal/financial docs, CSV/XLSX for ledgers, JPG/PNG for photos.
• Use a clear naming convention: Company_DocType_Date (e.g., AcmeHaul_BankStmt_2024-08.pdf).
• Combine multi-page statements into single PDFs; provide a short cover page or index for long packs.
• Redact unnecessary personal data but keep essential identity data visible.
• Upload through secure portals — our partners provide safe upload links once a broker is assigned.

Common pitfalls & how to speed up the decision

• Missing V5 or MOT records for vehicles — get these ready before applying.
• Unexplained one-off large transactions in bank statements — include a short explanatory note and supporting docs.
• High customer concentration without contracts — lenders see this as a risk; provide contract length/renewal evidence.
• Outstanding HMRC notices — resolve or provide full disclosure and a repayment plan.
• Tip: add a one-page executive summary that states the finance purpose, amount required (note: we typically place loans from £10,000 upwards) and repayment source.

What happens next — timeline after you submit your enquiry

1. Submit the short enquiry form (it takes under 2 minutes). This is not an application — it’s information we use to match you to lenders/brokers.
2. We match your details to one or more suitable lenders or brokers and they contact you to request full documents.
3. Once all documents are provided, many lenders can give indicative offers within 24–72 hours; the exact timeline depends on product complexity.
4. Formal acceptance and funds release times vary by product (asset finance can be quicker; commercial property or large-term facilities take longer).

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Ready to get a quick quote?

Complete our short enquiry form to receive a free, no-obligation eligibility check. We’ll match your logistics business to lenders and brokers who specialise in vehicle, fleet, invoice and working capital finance. The enquiry is quick and will not affect your credit score. Get Quote Now — Free Eligibility Check

Frequently asked questions (FAQ)

Will applying through UK Business Loans affect my credit score?

No. Filling in our enquiry form is a soft process used to match you to appropriate lenders/brokers. Lenders may request credit checks later, but only with your consent.

What if my business is less than two years old?

Many lenders will accept management accounts, pipeline contracts and director personal financials. We match newer businesses to lenders who specialise in early-stage or seasonal trading.

Can I refinance leased or hired vehicles?

Often yes — provide the hire/lease agreement and the lender will confirm if a refinance or refinance consent is possible. Some funders prefer freehold ownership for asset-based lending.

How long until I hear back after submitting documents?

Once documents are complete, expect an indicative response within 24–72 hours in many cases. Complex commercial property or large-value facilities will take longer.

Is your enquiry form an application?

No. It’s a matching tool. Completing it lets us pair you with the lenders and brokers most likely to help — you decide whether to proceed when you receive offers.

Compliance, privacy & important information

UK Business Loans is an introducer that connects businesses to lenders and brokers. Our service is free and no obligation. We do not provide loans directly. All offers and final terms are provided by lenders/brokers — read their documentation and terms carefully before agreeing. By submitting your enquiry you consent to us sharing your details with selected finance partners for the purposes of arranging quotes. For more detail see our Privacy Policy and Terms & Conditions.

Related resources: If you’re specifically focused on fleet and freight funding, see our sector overview on logistics business loans for further sector-specific guidance: Logistics business loans.

Need help now? Complete the quick enquiry form and receive a free eligibility check — we’ll match you to the right lenders and brokers for your logistics business. Get Quote Now

1. What documents do logistics companies need to apply for logistics business loans?
– Typically lenders ask for company registration, 2–3 years’ accounts (or management accounts), 6–12 months’ bank statements, VAT returns, tax/PAYE records, a full fleet register (V5s, MOTs, service history), insurance certificates, driver licences/CPCs, key customer contracts and aged debtor ledgers.

2. Will submitting a UK Business Loans enquiry affect my credit score?
– No — completing our short enquiry is a soft matching process that won’t affect your credit score, though individual lenders may run checks later with your permission.

3. How quickly can I get a decision on a logistics loan once I submit documents?
– Once all required documents are provided, many lenders can give an indicative response within 24–72 hours, with formal offers and funding times varying by product complexity.

4. Can I get finance for a fleet or individual vehicles (asset/vehicle finance)?
– Yes — vehicle and fleet finance is commonly available provided you supply asset lists, V5s, purchase invoices, valuations and any hire/lease agreements for the vehicles.

5. Can I refinance leased or hired vehicles through UK Business Loans?
– Often yes — lenders will review the hire/lease agreement and may permit refinancing or require consent from the existing finance provider depending on the contract.

6. What’s needed for invoice finance for a logistics business?
– For invoice finance you’ll typically need an aged debtor ledger, sample invoices, customer contracts, proof of trading terms and KYC for major customers to show the invoices are fundable.

7. Can start-ups or businesses trading less than two years apply for logistics loans?
– Yes — many funders accept detailed management accounts, cashflow forecasts, director personal financials and contract pipeline information for newer businesses.

8. Do lenders usually require security or director guarantees for logistics business loans?
– Some lenders may request security (e.g., vehicle assets or property) or director guarantees depending on loan size, credit profile and product type, but unsecured options exist for qualifying applicants.

9. How should I prepare and present documents to speed up a logistics loan application?
– Organise PDFs and spreadsheets with clear file names, include a one-page executive summary stating the finance purpose and amount, and upload via secure portals to help lenders review quickly.

10. What types of finance can UK Business Loans connect my logistics business with?
– We match logistics firms to lenders for asset/vehicle finance, invoice finance, working capital/business loans, commercial property/warehouse finance and refinancing options across a range of amounts and terms.