Essential transport documents

Most important transport documents in international and domestic road transport - Types of transport documents

To legally perform transport, you need to be aware of which types of transport documents are required. Some essential shipping documents must be kept by a professional driver in the cabin. Others can be stored at the company.

Documents concerning the driver

Essential transport documents concerning the driver that must be carried during international and domestic transport include:

Driver’s license and driver card

The basic document confirming a driver’s qualifications is an appropriate category driver’s license. However, that’s not all - the driver must also have a certificate of current psychological and medical examinations. During a road inspection, it is also necessary to present a driver card, which is an electronic personal document used in vehicles equipped with a digital tachograph.

The driver card is used to record working time and traveled routes. It is issued for a period of 5 years (or less if the driver’s license expires earlier) and costs 172.20 PLN gross. It’s worth remembering that in the case of dangerous goods transport, the driver must additionally have an ADR certificate. For international cargo transport, a driver’s certificate is necessary, especially when the driver is not a European Union citizen.

Consignment note and cargo documents

A consignment note is a document confirming the conclusion of a transport contract. It is mandatory in international transport, although it is also commonly used in domestic transport. This document contains key information about the sender, recipient, and carrier, as well as specifies cargo parameters (weight, number of pieces, packaging method) and details about the transport itself.

The vehicle cabin should also contain a certificate of origin of the goods and documents specific to particular types of cargo. For example, when transporting food products, an ATP certificate is required, or animal transport documents such as veterinary documentation, without which transport cannot be carried out.

Documents concerning the vehicle: Liability insurance, vehicle registration certificate, ADR

Every driver must have documents related to the vehicle, primarily the vehicle registration certificate and liability insurance.

Contrary to popular opinion, the obligation to have proof of liability insurance still exists, and its absence can result in a fine and vehicle towing - which generates additional, unnecessary costs.

When transporting dangerous goods, an ADR vehicle approval certificate issued by the Director of the Transport Technical Supervision is essential. This document confirms that the vehicle meets the requirements for safe transport of dangerous materials and remains valid for a maximum of one year from the date of the technical inspection.

Invoice, delivery note, and other confirmations

In addition to the main transport documents, the driver should have additional confirmations that enable efficient transport execution. The most important ones include a VAT invoice for the transported goods, a delivery note (external release), and a weight ticket confirming the cargo mass.

A commercial invoice contains detailed information about the seller and buyer, as well as the quantity and type of transported goods. For some transports, a packing list prepared by the seller, containing an exact list of all shipments loaded onto a specific means of transport, may also be useful.

Essential transport documents in international transport

International goods transport requires a much wider set of documents than domestic transport. The lack of any of them can result in vehicle detention at the border, imposition of high financial penalties, or even prevent the continuation of international transport. So what documents are essential in international transport, and why should every professional driver know their specifics?

International consignment note CMR

The international consignment note CMR (from French: Convention relative au contrat de transport international de Marchandise par Route) is a basic document confirming the conclusion of an international goods transport contract. It is traditionally issued in three copies of identical legal force - one each for the sender, recipient, and carrier.

The CMR contains key information regarding all parties to the transport contract - data of the sender, carrier, and recipient, detailed characteristics of the transported goods, as well as the delivery time and place.

Moreover, the document includes instructions regarding customs formalities and a list of documents handed over to the driver. It’s worth emphasizing that although the convention does not impose an absolute obligation to issue it, the CMR serves important informational, instructional, and legitimizing functions, so its absence can lead to serious complications during a road inspection.

Community license and driver’s certificate

Basic transport documents also include a community license and driver’s certificate.

A community license is an administrative decision issued by the Chief Inspector of Road Transport, which authorizes the conduct of activities in the field of international road transport. The driver must have a copy certified as true to the original in the vehicle.

A driver’s certificate, on the other hand, is required from persons who are neither EU citizens nor long-term residents. This document confirms the legal employment of the driver in a transport company registered in the European Union. This document is issued for a maximum period of 5 years and belongs to the carrier, who makes it available to the driver. The absence of a certificate during a road inspection can result in a financial penalty for both the driver and the transport company.

Transport documents concerning the cargo

Types of transport documents also include documentation of transported cargoes, including the ATA carnet, TIR carnet, or animal transport documents.

ATA carnet, TIR carnet, and ECMT permit

The TIR carnet is an international customs document used when transporting goods between at least two customs areas. It allows for significant simplification of border procedures, eliminating the need to pay customs duties at each crossed border. The TIR carnet remains valid for 120 days from the date of issue.

The ATA carnet, on the other hand, allows for duty-free temporary movement of goods for exhibitions, fairs, or professional purposes. It is particularly useful for companies regularly participating in international industry events.

The ECMT permit (European Conference of Ministers of Transport) allows for performing an unlimited number of trips between ECMT member countries and in transit through their territories. For carriers performing numerous international transports, it constitutes a significant operational facilitation.

Phytosanitary certificate and ATP certificate

When transporting products of plant origin outside the European Union, a phytosanitary certificate is necessary. This document confirms that the transported plants or plant products are free from pests and meet the requirements of the destination country. To obtain such a certificate, an application must be submitted to the provincial inspectorate for plant protection and seed inspection.

When transporting food and perishable items, the driver must have an ATP certificate. This is an international transport document confirming that the vehicle used meets specific temperature standards necessary for the safe transport of food products. The absence of this document during an inspection may result in rejection of the entire cargo by the recipient, generating enormous financial losses.

What to avoid: Most common errors in documents

Errors in transport documentation can lead to serious financial and legal consequences for the driver and transport company. Carelessness when filling out documents often results not only in delivery delays but also problems when crossing borders or during road inspections, and as a result - additional, unforeseen costs.

Outdated or illegible documents

Illegible stamps, faded prints, or documents damaged during transport are common problems that can result in serious consequences. Since October 2023, an illegible or outdated ADR certificate, which is required for dangerous goods transport, is subject to replacement on the same terms as a lost document - the driver must submit a written application to the provincial marshal for issuing a duplicate.

It’s worth emphasizing that in the case of documents such as consignment notes, illegibility can result from various causes - poor print quality, careless handwriting, or damage caused by water. Even seemingly minor shortcomings, such as the lack of one signature or an unclear stamp, can become the cause of losses amounting to thousands of zlotys and delays in delivery execution.

Lack of required permits

Performing transport without appropriate permits carries particularly painful financial consequences.

The lack of a license for road transport can result in a penalty of up to 12,000 zlotys for each violation found. For comparison, the cost of obtaining a license for international commercial road transport is 4,000 PLN plus 440 PLN for each excerpt, with a validity of up to 5 years. As can be seen, attempting to save on required permits can turn out to be very costly.

Errors in sender or recipient data

One of the most common errors in transport documents is incorrectly or incompletely entering sender and recipient data. The lack of complete information, such as full address, identification number, or contact details, leads to problems with delivering the goods, and in extreme cases, can even result in the rejection of insurance claims.

In the case of a CMR document, it is particularly important to accurately describe the transported goods - its absence can cause serious problems during a road inspection. According to the CMR Convention, it is the sender who is responsible for any costs and damages that the carrier may incur as a result of inaccuracies or insufficiencies in the data contained in the consignment note. This legal responsibility is not always well known to all participants in the transport chain.

How to prepare for a road inspection?

Skuteczne przygotowanie do kontroli drogowej zaczyna się na długo przed wyruszeniem w trasę. Właściwa organizacja dokumentacji oraz regularne szkolenia kierowców to fundamenty, które pozwalają uniknąć kar finansowych, a w konsekwencji chronić reputację firmy transportowej. Jak więc przygotować się do kontroli, żeby uniknąć nieprzyjemnych niespodzianek?

Remember that despite the development of technologies enabling remote reading of tachograph data, many countries still require physical copies of documents. The lack of any of them may result in the vehicle being stopped and, as a result, significant delays in delivery.

Driver training and reminders

Every professional driver must undergo periodic training every 5 years to extend the validity of their professional qualification certificate. However, formal training alone is not everything - ongoing reminders of the rules regarding transport documentation are equally important.

A good practice is to organize internal training for drivers, during which issues such as:

• updates to the regulations on drivers' working hours;
• correct use of the tachograph and documentation of activity;
• procedures during road checks;
• ways of securing documents from destruction.

Businesses should develop clear procedures for handing over documentation to drivers before they leave, preferably with acknowledgment of receipt. This is particularly important because the transport company is liable for violations of the regulations by its drivers, even if they occurred outside the country.

If a road check reveals that a driver is missing any of the required documents, they have the right to contact the transport company, which can provide the missing documents before the check is completed – but it is worth remembering that such a situation always involves unnecessary delays and stress.

Let’s remember that despite the development of technologies enabling remote reading of data from the tachograph, many countries still require physical copies of documents. The absence of any of them can result in vehicle detention, and as a result, significant delays in delivery.

Training and reminders for drivers

Every professional driver must undergo periodic training every 5 years to extend the validity of the certificate of professional qualification. However, formal training alone is not everything - equally important is ongoing reminding about the rules regarding transport documentation.

A good practice is organizing internal training for drivers, during which topics such as:

• updates to regulations regarding drivers’ working time;
• proper operation of the tachograph and documenting activities;
• procedures during a road inspection;
• ways of protecting documents from destruction.

Entrepreneurs should develop clear procedures for handing over documentation to drivers before departure, preferably with a confirmation of receipt. This is particularly important because the transport company bears responsibility for violations of regulations committed by employed drivers, even if they took place outside the country.

In a situation where during a road inspection it turns out that the driver is missing one of the required documents, he has the right to contact the transport company, which can deliver the missing documents before the end of the inspection - it’s worth remembering, however, that such a situation always involves unnecessary delays and stress.

Transport documents and the IMI System

When listing essential transport documents, the Internal Market Information System (IMI) should also be mentioned. Making a notification in it is necessary to obtain a document that the driver must have to legally work in the EU.

Importantly, notifications in the IMI system concern delegations lasting from 24 hours to 6 months and must be sent at the latest at the moment of its commencement, and this obligation lies with the transport company. In case of negligence in this area, entrepreneurs must expect penalties of:

• 700 EUR in case of lack of certificate;
• 500 EUR in case of lack of data update on the certificate;
• 10,000 EUR in case of incorrect data on the certificate, e.g., wrong vehicle registration number.

Essential documents for road transport - Summary

Properly prepared transport documentation forms the foundation for safe and legal performance of both domestic and international transport. The completeness and currency of the documents possessed are key elements allowing the avoidance of severe financial penalties, which can amount to even several thousand zlotys for each individual violation. Moreover, careful preparation of documentation ensures a smooth road inspection, eliminating the risk of unnecessary delays and additional costs.

A professional driver must therefore pay special attention to three groups of documents: personal and professional confirming his qualifications, documents concerning the vehicle, and documents related to the transported cargo.

Furthermore, international goods transport requires additional permits, such as a TIR carnet or phytosanitary certificates, and each missing document can result not only in vehicle detention and a fine but even in the initiation of administrative proceedings against the transport company, which involves lengthy and costly procedures.

How to effectively ensure proper documentation? Primarily through regular driver training in the scope of current regulations and careful preparation before each departure. Transport companies should implement clear procedures for verifying the completeness of documents that the driver receives before starting the route. This type of systematic approach not only protects against penalties but also builds a professional image of the company as a reliable business partner.

If you need to make sure about any issues regarding road goods transport, accounting for drivers’ working time, or optimizing drivers’ salaries, we’ll be happy to help! Contact us and indicate what the challenge is, and our specialists will be happy to provide support!

Essential Transport Documents - Frequently Asked Questions

Documents regarding road goods transport is a topic that raises many questions. Below we leave you with those we receive most often along with answers.

What are the main transport documents that a professional driver must have with them?

A professional driver should have an appropriate category driver’s license, a driver card for the digital tachograph, a certificate of valid medical and psychological examinations, and a certificate of professional qualification (code 95).

What transport documentation is mandatory when transporting goods internationally?

In international transport, key documents are: international consignment note CMR, community license, driver’s certificate (for non-EU citizens), TIR or ATA carnet (depending on the route and type of cargo), and appropriate phytosanitary or ATP certificates for specific cargoes.

Does a driver have to have a physical copy of the vehicle registration certificate and liability insurance?

Although there is no obligation to have physical copies of these documents, it is recommended to have them with you. In case of a road inspection, the inability to present confirmation of liability insurance can result in a fine and vehicle towing.

What are the consequences of missing required documents during a road inspection?

Missing required documents can lead to financial penalties reaching up to 12,000 zlotys for each violation. Additionally, it can result in vehicle detention, delivery delays, and the initiation of administrative proceedings against the transport company.

How often must professional drivers undergo periodic training?

Professional drivers are obliged to undergo periodic training every 5 years in order to extend the validity of their certificate of professional qualification. These trainings cover updates to regulations, safety rules, and proper handling of transport documentation.