DiFFreight Blog What Documents Are Needed for Cargo Transportation: Explanation from DiFFreight Experts

What Documents Are Needed for Cargo Transportation: Explanation from DiFFreight Experts

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Documents play a key role in ensuring the legality, security, and efficiency of transportation. In this article, DiFFreight will explain the main types of documents required for international logistics.

What Documents Are Needed for International Transportation

The list of documents is extensive. They vary depending on the terms of cooperation, cargo categories, and type of transportation.

Commercial Documents Required for Cargo Transportation by a Logistics Company

Contract/Agreement — the legal basis of the deal, regulating the delivery terms between the seller and buyer. It specifies the obligations of the parties, deadlines, costs, and payment terms.
Commercial Offer — not legally binding; it is sent to a potential buyer before signing the contract.
The invoice confirms the transaction and the amount to be paid. It is used for accounting and tax purposes and is required at customs.
Packing List — a description of the goods indicating their quantity, weight, and volume. It helps during the inspection of the cargo during loading, unloading, and storage.
Proforma Invoice — an international analog of the invoice for export and import. It contains details about the seller, buyer, product, price, and terms.
Specification — a detailed appendix to the contract with product characteristics.

In the case of consignment-based cooperation, other agreements and waybills are issued.

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Transport Documents Needed for Cargo Transportation

Application — a document prepared by the shipper or carrier to initiate the transportation process.
Agreement — a contract between the shipper and carrier outlining the conditions: responsibilities of the parties, route, delivery deadlines, and service costs. The cargo volume calculator will help calculate the delivery price.
TIR Carnet — a document for international transit. It allows goods to be transported without additional control at intermediate customs points.
CMR (International Waybill) is used for road transportation.
Bill of Lading (B/L) — a key document for sea freight confirming the acceptance of cargo on board the vessel.
Other Waybills: railway (for rail transport), Air Waybill (AWB) for air transport.
Express Waybill — a shipping document issued by courier and logistics companies for express delivery.
Transport Expense Report confirms the expenses for international logistics services.
Insurance: the insurance policy specifies the conditions for covering risks such as damage, theft, or loss.
Certificates and Licenses confirm the compliance of goods with safety, quality, and legal requirements, e.g., a certificate of conformity, veterinary or phytosanitary certificate.
Dangerous Goods Declaration (if the cargo is classified as dangerous).

Additional Documents May Include:

Passport, visa, and entry permit for drivers, forwarders, and brokers (in certain countries).
Power of Attorney — authorizes a representative to act on behalf of the company.
Payment Order — confirms the payment for transport or customs services. It is used for settlements between the sender, carrier, and logistics companies.

Possible Problems with Incorrect Documentation

There is no doubt that having the correct and complete set of documents is essential. But what specific problems may occur? DiFFreight experts prepared a table with explanations:

Document	Possible Problems
Contract/Agreement	No legal basis for the transaction, making it invalid. You cannot file claims against the parties in case of violation of terms (deadlines, cost, quality), which may lead to financial losses.
Invoice	Delays at customs due to the absence of a document confirming the value of goods. Problems with accounting and tax reporting = fines.
Packing List	Inability to verify the exact contents of the shipment. Difficulties with accounting at different delivery stages, leading to disputes over quantity or weight.
Specification	The goods cannot be identified.
Application	Without the application, the delivery process cannot start.
Agreement between Shipper and Carrier	Uncertainty in the obligations of the shipper and the carrier — disputes often arise regarding delays, loss, or damage.
TIR Carnet	Delays and additional costs at each transit customs.
CMR, Bill of Lading, Waybills	Without these, the cargo cannot be accepted or shipped. These documents confirm the transfer of goods to the carrier.
Certificate of Transport Costs	Complicates financial and accounting reporting.
Insurance Policy	Compensation cannot be obtained in case of damage, loss, or theft of cargo.
Certificates and Licenses	Customs delays, arrest, or confiscation.
Dangerous Goods Declaration	Attempt to ship dangerous goods without a declaration = delays, complete prohibition of transport, heavy fines, and legal liability.

Useful Tips from DiFFreight

It is possible to learn independently what documents are required for cargo transportation, but it is better to entrust the logistics to professionals. When handling the paperwork yourself, you may face challenges:

The carrier did not receive the full set of documents and got stuck at customs.
You forgot to provide an invoice, and customs refuses to release the transport.
Incorrect labeling or product description.
Lack of knowledge about the laws and requirements of different countries during customs clearance.
Cargo loss, but with an improperly prepared policy, you will not be able to receive compensation.

Why Documents Are the Key to Successful Delivery

It’s not just about knowing what documents are needed for cargo transportation but also how to prepare them properly. DiFFreight offers customs brokerage services: our specialists will gather and quickly prepare the required paperwork for specific goods, delivery methods, and customs clearance. Sign up for a consultation to avoid bureaucracy and receive full documentation support for your cargo!