Documents needed for international road freight (CMR and more)

International road freight is simple in principle: one vehicle, one journey, from door to door. In practice, the paperwork that travels with the load decides whether it crosses borders smoothly and whether you are protected if something goes wrong.

The CMR consignment note

The CMR note is the contract of carriage for international road transport under the Convention on the Contract for the International Carriage of Goods by Road (the CMR Convention). It applies when goods are carried by road for reward between two countries, at least one of which has signed the Convention.

A CMR note is normally issued in several copies: one for the sender, one for the consignee, one that travels with the goods, and one for the carrier. It records:

• the sender, consignee and carrier;
• the places and dates of collection and delivery;
• a description of the goods, number of packages, marks and gross weight;
• any special instructions, for example temperature or handling requirements.

The CMR note is not a document of title, but it is the primary evidence of what was handed over and in what condition. See CMR.

What to check at collection

When the driver collects, the CMR note should be completed and signed by both the sender and the driver. Before signing:

• check the number of pieces matches the note and the packing list;
• check the description and weight are correct;
• note any reservations: if the driver records damage or a discrepancy, it will be held against you later if unchallenged.

What to check at delivery

At delivery, the consignee should inspect the goods before signing.

• Visible damage or shortage must be noted on the CMR note at delivery, ideally with photos. A clean signature is evidence the goods arrived in good condition.
• Hidden damage discovered after unpacking must be reported to the carrier in writing within seven days of delivery, excluding Sundays and public holidays.
• Delay claims must be made in writing within 21 days of the goods being made available.

Missing these deadlines can make a claim very difficult. Tell your forwarder immediately if anything is wrong.

Commercial documents

Alongside the CMR note, every international road shipment needs:

• Commercial invoice: the goods, their value, currency, Incoterm and HS codes.
• Packing list: pieces, packaging types, weights and dimensions.

These must agree with each other and with the CMR note. Inconsistencies are one of the most common causes of delays at borders.

Customs and transit documents

Within a single customs territory, such as the European Union's customs union, goods in free circulation move without customs formalities at internal borders. When a shipment leaves or enters a customs territory, more is needed.

• Export declaration: lodged in the country of export, producing an export reference that travels with the goods.
• Transit document: allows goods that are not yet cleared to travel under customs control to an inland office at destination. In Europe this is commonly a T1 under the common transit procedure. See T1.
• TIR carnet: an international transit system that lets sealed vehicles cross multiple borders with minimal inspection, widely used for routes to and through non-EU countries. See TIR carnet.
• ATA carnet: for goods travelling temporarily, such as exhibition stock, samples or professional equipment, allowing them to enter and leave without paying duties. See ATA carnet.
• Certificate of origin or a statement on origin, where preferential duty rates are claimed under a trade agreement.

Goods with special requirements

Some goods need additional documents:

• Dangerous goods travel under the ADR agreement and need a transport document with the UN number, proper shipping name, class and packing group, plus instructions in writing for the driver. See ADR.
• Food and agricultural products may need health or phytosanitary certificates.
• Controlled goods, such as dual-use items, may need an export licence.

A practical checklist

• CMR note completed and signed at collection
• Commercial invoice and packing list that match the CMR note
• Export declaration and transit document where the route crosses a customs border
• Certificates or licences the goods require
• Inspection at delivery, with any damage noted on the CMR note

A forwarder should send you a document checklist with every booking, and check the documents against each other before the truck departs. That is how we run every road freight shipment.

{{TODO: review by a qualified person; confirm customs procedures for the borders Cargo Captain's lanes actually cross}}