Transport Documents: Which Ones Do We Need

If there’s one aspect of transportation you cannot overlook, it’s documentation. No matter how big or small your shipment, the paperwork ensures that everyone involved knows exactly what’s happening.

In this article, we’ll walk you through the essential transport documents used in international logistics—broken down by mode of transport.

Maritime Transport: The Bill of Lading

The one document you always need for sea freight is the Bill of Lading (B/L).

What does it do?

• Receipt – Issued by the ship’s captain (or carrier), confirming the goods are on board.

• Proof of ownership – Grants the holder the right to claim the cargo.

• Negotiable – In some cases, ownership can be transferred, often with banks acting as intermediaries to guarantee payment and delivery.

For inland waterways, a different document applies: the CMNI consignment note, based on the Budapest Convention. Unlike a Bill of Lading, this is not a title of ownership, just a confirmation of the transport agreement.

Rail Transport: The CIM Consignment Note

For rail freight, the CIM consignment note is required under international law. Its rules are mandatory, so parties can’t simply decide to deviate.

The document is created in five copies:

1. For the recipient

2. For the destination railway company

3. For the arrival station

4. For the sender

5. For the departure railway company

Unlike a Bill of Lading, the CIM note is non-transferable.

The CIM consignment note is generated in five copies:

• The original consignment note intended for the recipient.
• The accompanying letter for the railway company at the destination station.
• The arrival sheet for the railway company in the country of arrival.
• A copy of the consignment note for the sender.
• The shipping note for the railway company at the place of departure.

Air Transport: The Air Waybill (AWB)

For air freight, the key document is the Air Waybill (AWB). It is:

• Non-negotiable – You can’t transfer ownership with it.

• Multi-copy – At least eight copies are usually issued, with the first three (green for carrier, pink for consignee, blue for shipper) considered the originals.

The AWB covers the journey from one airport to another, and also serves as a receipt and contract of carriage.

Road Transport: AVC and CMR Notes

Depending on where your road transport is executed, two main documents can come into play:

• AVC consignment note – For domestic transport within the Netherlands.

• CMR consignment note – For international road transport, based on the CMR Convention.

Some carriers use both, since the AVC includes specific loading/unloading provisions not found in the CMR.

Additional Key Documents

Beyond the core transport documents, you may also need:

• EX-A – Mandatory for exporting EU-produced goods outside the EU.

• Certificate of Origin (CoO) – States where a product comes from; may reduce customs duties.

• DGD (Dangerous Goods Declaration) – For hazardous goods by sea.

• ADR Certificate – For hazardous goods by road.

• Veterinary Certificate – For live animals and animal products.

• Phytosanitary Certificate – For plants and flowers, confirming they are disease-free.

• ISPM 15 Compliance – All wooden packaging must be treated against pests.

Need Help with Transport Documentation?

Paperwork may not be the most exciting part of logistics, but it’s one of the most critical. Missing or incorrect documents can lead to delays, fines, or even blocked shipments.

At Berkman Forwarding, we make sure your transport documents are in perfect order—so your shipment moves smoothly from A to B. Call us, email us, or reach out via our website. Our specialists are ready to help.

Contact us