Documents in international transport – a guide

Every international shipment of goods requires a set of documents to be prepared – these documents form the legal and evidentiary basis for the entire logistics process. They enable not only the transport itself, but also efficient customs clearance and protection of the interests of the parties involved. The lack of complete transport documentation or the presence of irregularities in it may result in serious financial and organisational consequences, as well as hinder the proper fulfilment of the carrier’s obligations towards the customer.

In this guide, we explain in detail the types of transport documents that may be encountered when transporting goods internationally. We also discuss the consequences of not having the required documentation and their impact on the transport process.

Why is complete transport documentation so important?

In international transport, each shipment must be accompanied by a set of correctly completed documents. These documents form the basis for confirming the conclusion of the transport contract, specify the terms of transport and contain the information necessary to identify the shipment and the parties involved in the process. The lack of required documents or errors in their content can lead to serious problems – from delivery delays and additional costs to the detention of the cargo or vehicle.

Transport documentation has several key functions:

• Evidential – it confirms that the goods have been accepted by the carrier in a specific condition, quantity and time.
• Informative – it contains the details of the sender, recipient, carrier, description of the goods, their weight, dimensions and any special requirements (e.g. regarding temperature or safety).
• Identification – in the case of certain documents (e.g. bill of lading), it gives the right to dispose of the cargo.
• Legal – it is the basis for pursuing claims in the event of damage or loss of goods.
• Customs – it enables customs clearance and confirmation of the goods’ compliance with foreign trade regulations.
• Control and regulatory – enables verification of compliance with sanitary, phytosanitary or veterinary requirements, as well as safety requirements. In the case of goods requiring special means of transport intended for the transport of food, animals or dangerous materials, the lack of appropriate certificates may prevent the transport from continuing.

A complete set of properly prepared documents not only allows you to meet formal requirements, but also serves as a tool for control and protection of the interests of all parties involved in the international transport of goods.

Documents in international transport – types

The documentation system in international transport is diverse. It includes both documents common to all modes of transport and those that are specific to road, sea, air or rail transport. This allows for the standardisation of basic rules for carriers, while at the same time allowing the requirements to be adapted to the specific nature of each mode of transport.

Documents common to all modes of transport

The basis of any international transport operation is an appropriate consignment note – a document confirming the acceptance of cargo for transport and the conclusion of a contract of carriage. Depending on the mode of transport, it takes various forms: in road transport it is the international consignment note CMR, in sea transport it is the bill of lading, in air transport it is the Air Waybill (AWB), and in rail transport it is the CIM or SMGS note.

In addition to the consignment note, it is necessary to prepare a number of other documents common to all modes of transport, covering commercial and customs issues, the origin of the goods, insurance and the specific characteristics of the cargo being transported.

COMMERCIAL DOCUMENTS

CUSTOMS DOCUMENTS

DOCUMENTS CONFIRMING ORIGIN AND COMPLIANCE WITH REGULATIONS

DOCUMENTS RELATED TO THE SPECIFIC NATURE OF THE CARGO BEING TRANSPORTED

CONTRACTUAL AND INSURANCE DOCUMENTS

Common documents form the basis of international transport organisation. However, in addition to these, there are also important documents specific to individual modes of transport, which we present later in this article.

International road transport – transport documents

When transporting goods by road internationally, the basic transport document – necessary for the legal transport of goods between countries – is the CMR international consignment note. In addition to this, documents relating to the carrier’s authorisations, technical requirements for the vehicle and specific types of cargo are also important.

The most important documents specific to road transport:

• International CMR consignment note – the basic document regulated by the CMR Convention. It confirms the acceptance of the cargo and the conclusion of the contract of carriage. It contains, among other things, the details of the sender, recipient, carrier, description of the goods, place of dispatch and place of destination.
• TIR Carnet – an international customs document issued by the International Road Transport Union (IRU). It allows goods to be transported across the borders of many countries in closed and sealed vehicles or containers without the need to pay transit customs duties.
• Community licence – a document confirming the right of a company to perform international road transport within the European Union.
• CEMT permit – a document enabling international road transport of goods between member states of the European Conference of Ministers of Transport (CEMT). It is mainly used for transport outside the European Union and gives the carrier the right to multiple entry and transit through countries covered by the system.
• Driver’s certificate – required when employing drivers from outside the European Union. It confirms the legality of performing the profession of road carrier.
• ADR vehicle approval certificate – necessary for the transport of dangerous goods.
• ATP certificate – required for the transport of perishable goods. It confirms that the means of transport meets the refrigeration requirements.
• Documents relating to the passage of non-standard vehicles – permits required when transporting oversized loads by road, where the total dimensions or weight of the vehicle with its load exceed the legal standards.

International maritime transport – transport documents

The most important transport document in international maritime transport is the Bill of Lading, which also serves as proof of the transport contract, receipt of the cargo and title to the goods. In addition to this, other documents specific to maritime transport are also used.

The most important documents specific to maritime transport:

• Bill of Lading (B/L, BOL) – the most important document in maritime shipping. It confirms the acceptance of goods on board the ship, constitutes the basis for their release at the port of destination (upon presentation of the original), and also serves as a security. It can be in the form of a named bill of lading, a negotiable bill of lading or a bearer bill of lading. There are, among others, shipowner’s bills of lading (MBL, M/BL) and forwarder’s bills of lading (HBL, H/BL).
• Sea Waybill (SWB) – a non-negotiable document which, unlike a bill of lading, does not transfer ownership of the goods. It facilitates the collection of the shipment as it does not require the original document to be presented at the port of destination. It is used interchangeably with a bill of lading, mainly in regular trade relations.
• Cargo Manifest – a summary list of all cargo transported by ship. It contains information about the type, quantity and weight of the goods, as well as the details of the senders and recipients. It is necessary, among other things, for customs clearance at the port. It is the basic control document in maritime transport.
• Booking Note – confirmation of a reservation on a ship, containing a description of the terms of carriage agreed between the shipper and the sea carrier, such as the route, freight rates and loading date.

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International air transport – transport documents

In the case of international air transport, the main transport document is the Air Waybill, which confirms the acceptance of the cargo for transport and the conclusion of a contract between the carrier and the sender. Unlike a sea bill of lading, this document does not transfer ownership of the goods. In practice, other documents are also used, which play an important role in the organisation of air trans

The most important documents specific to air transport:

• Air Waybill (AWB) – the basic air transport document, issued in three originals and several copies. It contains, among other things, the details of the sender, recipient, carrier, description of the goods, route and conditions of transport.
  In the case of consolidated shipments, there are two types of AWB:
  – Master Air Waybill (MAWB) – issued by the airline for the entire consolidated shipment. It confirms the conclusion of a contract of carriage between the air carrier and the forwarder (consolidator).
  – House Air Waybill (HAWB) – issued by the forwarder for individual shipments in consolidation. It confirms the conclusion of a contract of carriage between the forwarder and the exporter or importer.
• Shipper’s Declaration for Dangerous Goods – a document required by IATA and ICAO for the transport of materials classified as dangerous.
• IATA Live Animals Regulations (LAR) – used for the transport of animals by air. They specify the conditions for the transport and welfare of animals.International rail transport – transport documents

International rail transport – transport documents

The basis for documentation in rail transport are the CIM and SMGS letters. They set out the rules for transport in different legal systems, ensuring the consistency and safety of all procedures. Carriers and consignors also use additional documents, which are required depending on the nature of the goods or the route of transport.

The most important documents specific to rail transport:

• CIM consignment note – used in countries covered by the Convention concerning International Carriage by Rail (COTIF). It confirms the conclusion of the contract of carriage and specifies the details of the delivery. It is issued in five copies. It can serve a function similar to that of a security.
• SMGS consignment note – used in countries belonging to the Organisation for Cooperation between Railways (OSJD) – including former USSR countries, China and Mongolia. It is a personalised, non-transferable document, issued in 4-6 copies. The goods can only be collected by the recipient specified in the document.
• CIM/SMGS combined consignment note – used in Euro-Asian transport. It enables a smooth transition between the COTIF and OSJD systems. Thanks to it, there is no need to issue a new document at the border, which speeds up clearance and reduces the risk of errors.
• RWB (Railway Bill) document – used as an additional transport document in certain rail relations, especially in intermodal transport and in commercial contacts with non-European partners. It contains detailed information about the sender, recipient, route, type of cargo and transport conditions, supplementing the CIM or SMGS documentation.
• Technical and approval certificates – documents confirming that wagons, containers or tankers meet technical and safety requirements. Particularly important for the transport of dangerous goods or goods requiring special means of transport.

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Lack of complete transport documentation – consequences

The lack of a complete set of properly issued transport documents in international transport leads to serious consequences: from financial penalties, through delays in deliveries, to the risk of losing the cargo.

Below, we have compiled the most common consequences that carriers and their customers may face if the mandatory documents are missing or contain errors during transport.

Financial penalties and administrative sanctions

Incorrect or incomplete transport documents may result in high fines, additional charges, and even the detention of a vehicle or ship by the authorities. In some cases, the carrier may also lose their licence or permit to perform international transport.

Delays in deliveries

Incomplete transport documentation prevents customs clearance and causes delays at borders, ports and terminals, generating additional costs and the risk of losing contracts. Unforeseen stops can disrupt the supply chain and negatively affect the timeliness of the entire logistics operation.

Problems with settlements and payments

Incomplete documentation may delay payment for transport services – clients often pay only after verifying the transport documentation. Irregularities or omissions may lead to delayed payments, deductions and even contractual penalties, which directly affect the carrier’s financial liquidity.

Legal problems

In the event of damage or dispute, the lack of appropriate documents (e.g. CMR consignment note or bill of lading) makes it difficult to pursue claims and protect the interests of the parties to the contract. This can lead to lengthy court proceedings and additional costs related to legal services.

Loss of carrier credibility

Failure to comply with documentation obligations reduces the trust of customers and contractors, which may result in a bad reputation in the industry and the loss of further orders. In the long term, this leads to a weakening of the company’s market position and a reduction in its competitiveness.

Risk of cargo detention or loss

Without ownership documents (e.g. the original bill of lading), the recipient will not have the immediate right to take delivery of the goods from the carrier. They will have to complete a number of additional formalities to recover them, leading to financial losses and settlement issues. In extreme cases, the cargo may be seized by customs authorities or left, for example, at the port without the possibility of release.

Comprehensive and correct transport documentation is essential to avoid financial losses, delays and legal disputes. Its absence may not only jeopardise the delivery, but also lead to a long-term deterioration of the carrier’s position in the international transport market.

Summary

Transport documentation plays a key role in international transport – it confirms the conclusion of a transport contract, enables customs clearance and ensures the identification of the cargo and the parties involved in the logistics process. The carrier must always have a complete set of documents, adapted to the nature of the transport and legal requirements. These documents are verified during road and customs checks, and their correctness is the basis for safe, legal and efficient operation in the world of international transport.

Missing documents or irregularities in their content can lead to delays, additional costs and sometimes even the detention of goods or vehicles. Cooperation with an experienced freight forwarder allows you to avoid such risks, as they ensure that the documentation is prepared correctly, adapted to current legal regulations and provide ongoing support in the event of inspections or unforeseen situations en route.

Frequently asked questions (FAQ)

What types of consignment notes are there?

In road transport, it is a CMR consignment note, in sea transport – a bill of lading (B/L, BOL) or sea waybill (SWB), in air transport – an air waybill (AWB), and in rail transport – CIM, SMGS or a joint CIM/SMGS consignment note.

What documents are used in sea transport?

In sea transport, the most important document is the consignment note, i.e. – depending on the individual decision of the parties to the contract – a bill of lading or a sea waybill. Other important documents include the cargo manifest, booking note and various quality, phytosanitary and veterinary certificates.

What is the difference between CIM and SMGS?

CIM is a consignment note used in countries belonging to the COTIF system (Western and Central Europe), while SMGS is used in countries belonging to the OSŻD system (including the former USSR, China and Mongolia). Currently, a joint CIM/SMGS document is also used in rail transport, which facilitates the transport of goods between areas using these two systems

What documents must be in the lorry?

The driver of a lorry engaged in international transport of goods must have a driving licence of the appropriate category, a driver card and a driver’s certificate (for non-EU nationals). They should also be able to present a printout of the driver’s working time identification (from the tachograph) and vehicle documents. The latter must ensure that the vehicle meets the relevant safety requirements, as demonstrated by: a valid registration certificate, a valid technical inspection, civil liability insurance and, in the case of the transport of waste, hazardous materials or animals, special certificates and permits.

Unlike domestic transport, international transport also requires transport and regulatory documents related to crossing borders, customs clearance and the right to operate outside one’s own country. The most important ones include the CMR international consignment note, Community licence, commercial invoice and packing list, and in certain cases also the EKMT permit or TIR carnet.