Freight documents and insurance: what to check

Start with the worked shipment file below. It shows a discrepancy you can find yourself before sending the papers for collection.

Example: assemble the file and find a count mismatch

Invented shipment. Three packed cartons, C1, C2 and C3, travel from Porto to Madrid. Their gross weights are 40, 45 and 35 kg: 3 units, 120 kg total gross. The accepted offer names the carrier and includes the agreed unloading.

Make one working folder and put these records in it:

1. Accepted offer and terms: retain the agreed version, carrier identity, price and handover points.
2. Unit record and condition photos: list C1, C2 and C3 with their own packed dimensions, weights and photo references.
3. Transport-document draft and instructions: compare its collection/delivery details and cargo particulars with the accepted offer and unit record.
4. Insurance wording and shipment confirmation, where arranged: keep the actual cover documents and reporting contact together.

Suppose the transport-document draft says “2 cartons”, while your unit record lists three. You can identify and report that mismatch immediately:

For [shipment reference], the draft transport document lists 2 cartons. Our attached final inventory lists C1, C2 and C3: 3 cartons, 120 kg total gross. Please correct or explain the difference before collection and send the revised draft. We will use the same final unit record at both handovers.

This is a working file for the example, with route-specific documents added as applicable. It gives the sender and receiver the same count to use at handover.

If the carrier later proposes overnight storage, send the insurer the actual proposed place, period and provider privately, with your policy and shipment references:

Please confirm whether the proposed storage and agreed loading/unloading stages fall within our shipment cover, and identify the applicable clauses and conditions. If a change to the cover or journey is needed, please describe it and confirm any amended wording before collection.

Keep the insurer's reply with the policy. A change to the journey stays an open decision until the applicable cover and transport arrangement have been resolved; a corrected carton count alone does not settle insurance.

Keep one shipment file with named responsibilities

Start with the actual journey, goods and service: collection and delivery addresses, territories, packed units, commercial handover points and any storage or transfer. Ask the provider to identify the transport regime and the documents needed for that job. This checklist helps an ordinary European road-freight shipper organise the answers; it is not a complete statutory document list for every country.

• Accepted offer and terms: Named contracting carrier, agreed service, total price, exclusions, timing and change procedure
  Who to ask: Carrier and the booking contact
• Inventory / packing list: Unit IDs, contents, package count, final dimensions, gross weight and restrictions; mark estimates
  Who to ask: Sender / packer, shared with carrier and receiver
• Transport document: Correct parties, addresses, cargo particulars, instructions and handover observations
  Who to ask: Carrier; confirm who prepares and checks it
• Route or cargo-specific documents: Which customs, tax, permit or regulated-goods requirements actually apply; outstanding items and deadlines
  Who to ask: Competent provider or adviser for the actual route and goods
• Carrier credentials: Which operating authorisation and liability evidence the provider can supply for this operation
  Who to ask: Carrier; assess scope, not just a logo or certificate title
• Value and insurance records: Appropriate value evidence, policy/endorsements, shipment confirmation, reporting contacts and deadlines
  Who to ask: Insurer or broker; retain sensitive documents privately

Record each item as confirmed, awaiting an answer or not applicable, with a reason. Give an unresolved item an owner and a due time. Update the same file if the cargo, route or service changes; an old confirmation may concern a different proposal.

Check the transport document without treating it as insurance

CMR Articles 1, 4 and 6 explain scope, the consignment note and its particulars. CMR concerns qualifying paid road carriage between different countries, with exclusions including furniture removals. A missing or irregular note does not itself invalidate a contract governed by CMR. Its particulars include parties, handover details, cargo, packing and quantity. Where applicable, insurance instructions may be recorded; the note alone does not prove a cargo policy exists.

Ask which paper or electronic document is accepted for your actual operation. Do not assume an eCMR is mandatory or accepted everywhere. Vehicle, driver and dangerous-goods documentation depends on the operation; ask for the applicable evidence rather than applying one country's checklist to every European shipment.

Turn “insured” into a written coverage answer

Ask what the statement describes: insurance covering the carrier's liability, or a policy covering your goods. DHL Global Forwarding's cargo-insurance page distinguishes standard transport liability from additional cargo insurance. That is a provider example, not the terms of your GetTransport booking. Obtain the wording and confirmation for your own shipment.

• People and goods: Insurer, policyholder, whose interest is covered, who can claim, and the precise goods/value accepted
• Journey and dates: Covered start/end points and period; loading, unloading, transfers and temporary storage where relevant
• Money: Valuation basis, currency, applicable limits, deductible/excess and any sublimits
• Conditions and exclusions: Requirements for packing, handling and security; treatment of used/fragile goods, delay or other risks that matter to this shipment
• Effective cover: Policy and endorsements, the shipment declaration/confirmation if required, and when cover starts
• Reporting: Carrier and insurer channels, notice deadlines, evidence and inspection procedure

Ask the insurer to point to the relevant clauses. A quote, a premium payment or an “all risk” label alone does not explain every covered situation. Clarify any gap before releasing the goods. If several parties arrange cover, ask who covers which interest and period.

GetTransport's insurance information page describes an insurance service and says claims are assessed under the policy. It is not proof that every shipment booked through the platform has that cover. Do not infer a premium, automatic full-value protection or a settlement promise from this guide.

Before collection

• Keep the agreed file/version and send each participant the instructions they need.
• Check that the receiver has the inventory and knows how to record discrepancies.
• Share confidential invoices and personal documents only through the appropriate private channels.
• Resolve missing requirements with the responsible provider; do not mark an unknown answer as “not required”.

Use the shipment checklist to track preparation and the damage and shortage guide to prepare for receipt. A valuable, regulated or disputed shipment merits specific professional advice before dispatch.