Freight transport documents: the CMR note and everything else an inspection asks for

The CMR note comes first

CMR is the international consignment note issued under the 1956 convention. It is made out in three originals: consignor, carrier, consignee. This is not filing-cabinet paperwork, in a dispute over damaged goods the CMR is the primary evidence.

The boxes that matter:

• 1–3 - consignor, consignee, place of delivery.
• 6–12 - description of the goods, number of packages, gross weight. What is written here sets the ceiling on the carrier’s liability.
• 13 - consignor’s instructions, including customs details.
• 18 - carrier’s reservations. An empty box 18 means the goods were accepted without comment.
• 24 - proof of delivery with date, signature and stamp.

Box 18 is the most under-used field on the form. If the driver sees torn wrap, a crushed carton or a wet pallet, it goes in at loading. Written afterwards. It carries no evidential weight.

What the carrier must hold

• Community licence and a certified copy for the vehicle.
• Driver attestation where the driver is a non-EU national.
• Registration and roadworthiness documents for tractor and trailer.
• Driver card for the tachograph and records for the last 28 days.
• Liability cover, carrier’s liability for the haulier, forwarder’s liability for the organiser of the movement.
• ADR training certificate and vehicle approval where dangerous goods are carried.

What the consignor prepares

• Commercial invoice and packing list.
• T1 document for non-Union goods moving through the EU.
• EX export declaration for movements leaving the Union.
• Phytosanitary or veterinary certificate for food, plants and products of animal origin.
• Safety data sheet and UN classification for ADR loads.
• A SENT declaration for sensitive goods in Poland, see the SENT system.

How long to keep the paperwork

Claims under the CMR convention are time-barred after one year, and after three years in cases of wilful misconduct. So keep the transport file for at least three years, not one, as is often assumed.

e-CMR

The electronic note carries the same legal weight in states that have adopted the additional protocol. The practical gain is immediate proof of delivery: no waiting for the driver to bring paper back to the office. Check whether the destination country recognises e-CMR, not all have ratified it.

Frequently asked

Who issues the CMR?
Formally the consignor; in practice often the carrier or forwarder using the consignor’s data. Responsibility for the accuracy of the cargo details stays with the consignor.

What if the consignee does not sign box 24?
Delivery is unproven, which holds up settlement and weakens your position in a claim.

Is a CMR needed for domestic carriage?
Not mandatory, but often used. Domestic movements are governed by national carriage law.

Who is responsible for customs documents?
The consignor supplies the data, the carrier carries and presents it. We handle clearance under customs compliance.