Rules for filling out the CMR: Features and advice

What is CMR and what is this document used for?

The international consignment note CMR is a document used in international road freight transport. It serves as confirmation of the contract for the transportation of goods between the sender and the carrier. The main function of the CMR is to record the rights and obligations of the parties, as well as to provide evidence that the goods have been handed over to the carrier and that their condition matches what has been declared.

CMR has wide legal significance and is used not only in Europe but also in many other countries that have joined the Convention on the Contract for the International Carriage of Goods by Road. This document also plays an important role in customs clearance, cargo insurance, and dispute resolution.

Main Tasks and Objectives of CMR

CMR performs several important functions:

• Confirmation of the transportation contract. This is a key document that certifies the existence of a contract between the sender and the carrier. Without CMR, the transportation of international cargo is impossible.
• Legal confirmation of transportation. CMR protects the interests of all parties—the sender, the carrier, and the recipient—by defining their obligations and rights, including liability for damage, loss, or delay of the cargo.
• Information for customs authorities. Based on the data provided in the CMR, customs services check the cargo against the declared characteristics, value, and other parameters.
• Tool for calculating transportation costs. CMR contains information about the weight and volume of the cargo, allowing for accurate transportation cost calculations.

Main Elements of CMR and Features of Their Completion

Let’s look at the sections and key information that needs to be included in the CMR.

1. Sender's Information

Section No. 1: Complete information about the cargo sender is provided. This can be a legal entity or an individual, depending on the nature of the shipper. It's important to accurately specify:

• Name of the company or full name of the individual;
• Full legal address (city, street, postal code);
• Contact details (phone, email).

2. Recipient's Information

Section No. 2: Information about the cargo recipient is provided here. This includes:

• Name of the company or full name of the individual;
• Full legal address (city, street, postal code);
• Contact details (phone, email).

3. Unloading Location

Section No. 3: Contains information about where the cargo should be delivered. This section should specify the city and country of unloading.

4. Loading Location and Date

Section No. 4: Exact information about the loading location and date of the cargo is provided. This is important information as it helps track the entire logistics process. The loading date must match the actual day the goods are loaded onto the vehicle.

5. Accompanying Documents

Section No. 5: Information about the accompanying documents for the cargo is indicated here. Typically, this section includes information about the invoice (invoice No. ...) and packing list (packing list No. ...).

6. Description of Cargo

Sections No. 6-12: Detailed information about the transported cargo is provided in these sections, including: exact name of the product, quantity of items, type of packaging (boxes, pallets, crates, etc.), characteristics of the cargo (fragile, hazardous, liquid, etc.), weight of the cargo, volume of the cargo.

7. Customs Clearance (Export)

Section No. 13: This section is not mandatory, but some exporters indicate the place of customs clearance for the cargo.

8. Delivery Terms and Place of Completion

Section No. 15: Information about the delivery terms is provided here. For example, EXW Düsseldorf or FCA Barcelona.
Section No. 20: It is essential to indicate where the CMR was completed and the date of its preparation. For example, Düsseldorf, DE 13.09.2024.

9. Transport Company Information

Section No. 16: This section must indicate the vehicle number and the stamp of the transport company.
Section No. 17: Information about the next transport company that will carry the cargo is included here. The vehicle number is recorded, and the stamp of the carrier company is affixed.

10. Signatures and Stamps

Sections No. 22-24: Stamps of the sender, carrier, and recipient are placed in these sections.

• Signature of the sender confirming the transfer of the cargo;
• Signature of the carrier confirming receipt of the cargo in accordance with quantity and quality;
• Signature of the recipient confirming receipt of the cargo in accordance with quantity and quality.
  Important! Without signatures, the document is considered invalid.

Common Mistakes When Filling Out CMR and How to Avoid Them

• Errors in the parties' details. One of the most common problems is incorrectly stated information about the sender, recipient, or carrier. Any error can lead to cargo delays, so it’s important to check the accuracy of the information before submission.
• Incorrect specification of weight or volume of cargo. Even minor discrepancies in weight data can cause problems during customs clearance and recalculate transportation costs.
• Lack of information on special transportation conditions. If the cargo requires a specific temperature to be maintained or is classified as hazardous, it is important to specify this information in the field for special conditions. Incorrectly indicating these details can lead to cargo damage and financial losses for all parties.
• Incomplete or unclear cargo description. An example could be a situation where only the number of items is indicated, but the type of product is not specified. This may lead to problems during unloading or at customs, as it will be impossible to accurately determine the correspondence between the actual cargo and the data in the consignment note.
• Absence of signatures. CMR without signatures is considered invalid. All participants in the transportation must sign the document, thus confirming their agreement with the stated information and terms of transportation.

Proper completion of the CMR is the key to successful and legal international transportation. Each field must be filled out clearly and with consideration of all details. The accuracy and completeness of the data in the CMR help avoid delays, financial losses, and legal disputes. This document ensures transparency in transportation and records the responsibilities of all participants, making it a crucial element of international logistics.