In this article we will look at what documents are needed to transport cargo or goods by road. It is necessary to find out in advance what kind of papers will be required on the way or at the destination, prepare them and give them to the driver who will handle the transportation. It is recommended to fill out everything correctly, because the carrier must have a package of accompanying certificates, certificates, TTN and others. Using it, inspectors will determine whether everything is in order and whether anything prohibited is being delivered. This is a whole procedure that is important to carry out in accordance with the rules of the organization and compliance with mandatory legislation. Let's look at everything in order.
What is signed in general?
Almost all transport companies know exactly what to do. Usually they themselves inform the customer what documentation will be required when transporting goods, so that problems and difficulties do not arise during the process. The official list for most types of goods is small:
- a waybill signed for each item of assortment included in the parcel, even if there are hundreds of types;
- driver's license of the person who will be driving, with the appropriate category;
- agreement between the shipper, the recipient and the company that carries out the delivery;
- waybill.
Everything stated above is necessary regardless of what type of products or products are transported. They cannot be replaced with other documents for transported cargo or refused to issue them.
In addition, the truck driver must be included in the permit or power of attorney, according to which he has the right to drive this vehicle. It is important that this is documented.
Let's look at some of them in more detail.
Fines for violations of transportation rules
The Ministry of Transport has adopted another law that concerns road transportation. According to the bill, penalties for transportation without the appropriate accompanying papers will be increased. It is worth noting that both the drivers themselves and the company will be subject to fines. If the driver does not have a bill of lading, a work order, a cargo bill of lading and a work order, then the driver will be forced to pay up to 1,500 rubles, and as for officials, the amount will increase to 20,000 rubles. Transport companies, in turn, will pay a fine of up to 250 thousand rubles.
Transporting cargo without accompanying documents may result in a fine or deprivation of your driver's license. That is why it is very important to carefully fill out all the paperwork in each of the authorities that are responsible for this procedure.
Preparation
There are 3 types of papers that are required in any delivery:
- for a truck driver;
- on the vehicle;
- for transported goods.
The Civil Code of the Russian Federation has general rules, they are enshrined in Chapter 40. Everything that the carrier is obliged to do is included in the next 41.
What documents may a driver need to send, transport, or otherwise transport any type of cargo?
To begin the journey from the shipper to the recipient, the transporter must acquire a driver's license of the required category with all approvals. He must be trained and instructed exactly how to use a specific vehicle. He also has proof that he has the right to own or use a car.
Another item is the waybill. It is issued by the ordering party, transport company or private individual. Issued for no more than a month. The exact dates of action are indicated and the following is written down:
- the date and time when the driver underwent a medical examination;
- what mileage did the car have at the start of the trip;
- what fuel and lubricant costs are included in the journey.
If the cargo has no special features, then this kit will be enough to go with it. To plan the transport of hazardous substances and products, a special license will be required.
In addition, it is recommended that you always have with you the employment contract of the person who will drive the car. This will confirm that he is coping with the task from his employer, so he must deliver the products to the address, and is not engaged in illegal activities. If a freight forwarder rides with him, then he should also take with him a copy of the papers confirming his employment.
You will have to register for the vehicle itself and take it with you everywhere, along with a vehicle registration certificate, a certificate stating that the inspection has been passed, and also an MTPL insurance policy. The absence of any of these parts can cause problems if stopped by the traffic police.
What is needed for transportation: cargo documents, waybill
One of the mandatory points, without which no goods should be transported, is the CTN. There are always 2 sections inside. One will be responsible for the fact of the transaction between the buyer and the seller. This is the basis on which products are written off from the sender’s warehouse and accepted into the recipient’s database. In addition, it becomes a reason to transfer money for services.
It is important that all fields for which there is information are filled out. It is advisable to cross out all empty ones. If several pallets are transported in 1 truck at once for different clients, then their own specification form is created for each. It will be used for acceptance.
In total, you need to print 4 copies, each with stamps and signatures. One remains with the sending party, this is the legal basis for decommissioning from the warehouse area for goods. Then they start loading. When the packaging deteriorates or is torn or the mounting option for the product inside is torn off, this is entered into the technical specification and certified by the seller. All other papers with the driver and his signature are sent to the buyer.
When the purchase arrives, the recipient takes one TTN. If the lot was damaged during movement, then a report is written in which everything is indicated. A corresponding mark is placed in the TTN itself. Based on these files, the buyer can make claims. If everything is good, then the consignee puts his seals and signatures, the last 2 copies go back.
What documents may be necessary for various types of cargo transportation - if the client himself comes and picks up the purchase from the seller, then it is not the consignment note that is prepared, but a regular consignment note.
The products themselves may require other papers. If food products are moved, a sanitary passport is issued. When this is a perishable batch, a checklist is prepared. It is used to check whether the temperature inside the car is appropriate.
For the movement of live animals, a veterinary passport and a quarantine certificate issued by the State Sanitary and Epidemiological Supervision Authority will be useful. If all this is sent abroad, they may be asked to sign international forms, which will be discussed below.
A set of documents for the transportation of goods: sample contracts
Below are links to download forms to fill out.
- Transportation of goods by road.
- Transport expedition.
- Application for transportation of goods/products.
Since the warehouse is a key link between the supplier and the buyer, the functioning of the entire system depends on its proper operation. If you automate routine warehouse operations, this will allow the company to establish stable operations with effective process management, which will increase profits. Contact Cleverence to solve your problems.
Agreement between the sender, recipient and intermediary carrying out delivery
With its help, you can confirm that everything is done legally. The paper is concluded between the sending party and the carrier. It must be signed by the driver who has the right to drive the vehicle, or by the forwarder who participates in the process.
If necessary, you can replace it with a power of attorney. But it is important that it bears all the recommended seals on behalf of the company.
List of necessary documents for loading and transportation of goods by various road transport: standard waybill
This contains all the information about the upcoming route. It is compiled by a company that deals with transportation. You cannot issue it without these points:
- vehicle type, make, model, registration number - you cannot drive an unregistered vehicle or one that is not specified in the documentation;
- full name of the organization that will transport the products;
- information about how much fuel is expected to be required for shipment;
- the date when the contract was concluded with the company, when the papers were signed;
- TTN number, which lists the entire assortment for loading.
In addition, any waybill must have a tear-off coupon. It is prepared in the process of registering everything necessary for cargo transportation, and all stamps are affixed. It is then checked by the company that will carry out the delivery. Therefore, it is included in the package of accompanying documents suitable for a trained and instructed driver for each transport of cargo or goods for internal movement. After all the manipulations, it is sent along with a check that everything has been paid to the client.
Results
Transportation costs occur in almost any business activity. Having all the necessary supporting documents is of great importance for both suppliers and buyers, as it allows them to reduce the cost of paying income taxes.
Sources:
- Tax Code of the Russian Federation
- Decree of the Government of the Russian Federation dated December 21, 2020 No. 2200
- Resolution of the State Statistics Committee of the Russian Federation dated November 28, 1997 No. 78
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What else might you need?
Not everything is always limited to basic papers. Sometimes conditions change and then other documentation becomes important:
- vehicle passport, forms confirming timely technical inspection;
- if the owner of the car is not driving, then it is better to take the agreement on the basis of which he is engaged in delivery;
- invoice – when the consignment note does not contain all the information about what is inside;
- if they are bringing something edible, it is recommended to have a health passport;
- veterinary passport – if transporting live animals, meat, offal;
- for the legal transportation of alcohol-containing products, appropriate licenses and certificates will be required;
- the contract in accordance with which the actual shipment took place;
- confirmation of compulsory insurance of the vehicle owner;
- a certificate that confirms the acceptable quality of products;
- if everything moves in a reefer, you will need information about how the temperature in the body is maintained and monitored.
It remains to understand what documents are needed to transport cargo. In each specific case, other papers may appear, which also need to be completed in a timely manner and taken with you on the journey. Sometimes, without them, responsible persons are subject to fines for non-compliance with laws, because the manufacture of some types of products has its own characteristics. And sometimes this ends in clarifications with the competent authorities. Therefore, before the first transportation, you should consult with lawyers about what else you may need if the car is stopped for inspection.
And now we propose to examine some of the above points in more detail to understand what they should look like.
Preparation of correct documents for the correct transportation of goods for a truck driver: passport of the equipped vehicle
Paper you can't leave the garage without. It contains maximum information about the car, its make, model and year of manufacture. The owner who is responsible for it is listed. According to this form, the car has undergone mandatory registration of the vehicle with government agencies. When it is checked by the competent authorities, they can find out everything about the vehicle.
Veterinary passport
In fact, this is documentation that confirms the identity of the animal if dogs, cats, breeding bulls or horses are transported - any livestock that is on the balance sheet of the sending company. It should contain notes about preventive examinations, veterinary registration, all vaccinations and previous diseases. This is especially true for breeds that are valuable to the country and for which international movement is limited. Without a veterinary passport, it is impossible to move to another state or send your beloved dog there.
What does a driver need to transport goods: a product quality certificate
It is worth processing and sending with a carrier, since without it there is no way to legally move, import and sell any controlled food products. Condition checks are provided for children's products, equipment, appliances, everything that is eaten and other objects.
For example, for meat and meat-containing products, you will need to take special paper with you, which will confirm that these are high-quality products and can be eaten. According to it, the item complies with safety standards, technical regulations, GOSTs and standards.
We fill out the register using the TORG-31 form
The document consists of a header and a tabular section. The following information must be included in the header:
- Name of the business entity and its OKPO code.
- Structural subdivision.
- Type of company activity.
- Document number and date of its preparation.
- Reporting period.
In the tabular section you need to indicate the following data:
- Name of the supplier organization.
- Its OKPO code.
- The name of the document (form number and name), its number and date of preparation.
- Number of sheets in the document.
- Note. Here you can indicate any clarifications or explanations.
The table continues on the reverse side. If the number of rows in the table is not enough, then in the electronic version you can add the required number of rows.
After filling out the table, they summarize the number of sheets in the document. Next, indicate in words the total number of papers and sheets in them. When the document is verified, the employees sign: the one who handed over the documents, the one who accepted the documents, and the one who checked all the information about the documents. It is necessary to indicate positions and transcripts of signatures.
What important documents are needed for special cases of cargo transportation in Russia?
Sometimes you have to deliver unusual products. Then you need to have official documents with you:
- a certificate according to which the company is allowed to transport large, dangerous and other unusual shipments;
- a certificate, from which it is clear that the driver has undergone special training and can engage in transportation, and has also worked and received driving experience for more than 3 years without interruption of activity;
- a certificate that indicates the safety of the product and confirms the properties of the container;
- insignia for unusual goods;
- evidence that the vehicle was prepared to perform the tasks;
- route with a specified delivery permit period;
- Full name, addresses, telephone numbers of all persons who are related to the process of sending a specific batch;
- waybill, which contains the hazard number in accordance with all UN requirements.
If the batch is too large or unusual in size, or very different from the usual ones, then you will have to obtain permission for this. Otherwise it won't be possible to move on the roads. To obtain such a certificate you will have to pay a state fee.
To load classified documents, you need to follow other rules. The fact is that their design, creation of copies - all this requires more complex mechanisms and knowledge compared to ordinary files. To send such forms, it is necessary to ensure complete safety of the vehicle and comply with all safety and delivery conditions. The driver should be trained in accordance with the latest requirements.
A few words about the TORG-31 form
This unified form was established for use by Decree of the State Statistics Committee of December 25, 1998 No. 132. It became recommended for use from the beginning of 2013 (information of the Ministry of Finance of Russia No. PZ-10/2012). From now on, organizations decide for themselves what forms of primary information they should use: unified or independently developed.
If the company decides to develop the forms itself, then you need to remember that the required details of the primary accounting document are available. They are listed in paragraph 2 of Art. 9 Federal Law No. 402-FZ “Accounting Law”. The developed forms must be approved in the company’s accounting policies by a special order from the manager.
