What documents are required for international and domestic freight transport?

Practically all business sectors require freight transportation services. Logistics services can serve different purposes – from delivering goods to a customer to transporting equipment from one site to another. Many companies do not have their own fleet to carry out these tasks, so they have to turn to third-party carriers.

Such companies operate according to established freight transportation rules. Agreements are made under a contract with the relevant regulatory freight documents. To avoid mistakes, unforeseen delays, and fines, it is useful to understand this topic. We have prepared information specifically for you about how to arrange documents for cargo transportation. In this article, we will cover the main points, list the documents required for transporting goods for individuals within Ukraine and abroad, and review all key aspects related to this.

Documents Required for Sending Cargo via a Transport Company Within Ukraine

When forming an agreement for such services, the carrier follows current legislation. Currently, the following documents are required for freight transportation in Ukraine:

Waybill (TTN). This is one of the main documents containing essential information about the vehicle, cargo, and driver. It is accompanied by a list of supporting documents (license, permits, insurance, etc.). These documents for road freight transportation must have a wet seal and are created in four copies: two for the carrier’s internal records, one for the recipient, and one for the sender.
Contract. A formal contract for freight transportation services by the company must be included in the mandatory documents. The driver does not need the original; a certified copy is sufficient.
Trip Sheet. Nowadays, this is not mandatory for freight transport within Ukraine, as authorities cannot penalize the driver for its absence. However, these papers are needed for the carrier’s internal records, including information on the driver’s medical examination and timely vehicle maintenance.

For transporting hazardous goods, the corresponding permits are required.

Documents the Driver Must Carry

Here it is quite simple. Besides the most important documents, we also list standard ones. The driver should have the following documents when transporting cargo:

Driver’s license. Can be permanent or temporary; it must be valid. The license category must correspond to the type of vehicle transporting the cargo.
Vehicle registration certificate (STS), vehicle passport (PTS). The required documents are not strictly specified. Usually, the PTS is an addition to the STS and contains detailed information about the vehicle and trailer (if present).
Vehicle maintenance certificate (TO). Mandatory document for cargo transport, always taken on trips.
Ownership authorization document. Without it, operating a cargo vehicle is considered illegal.
Insurance policy. Essential for cargo transportation. The policy should cover both the vehicle and the cargo (if stipulated in the contract with the carrier).

Regarding domestic freight in Ukraine, a sanitary passport is also important. Its mandatory presence applies only to food transportation.

Documents Required for International Transportation

International logistics requires more thorough preparation, including documentation. First and foremost, a license for international transportation is needed. This document confirms the carrier’s right to transport goods beyond Ukraine. We will not cover how to obtain the license, as it is the responsibility of the logistics company. Let’s focus on the key documents.

Documents required for international cargo transportation include:

International waybill (CMR). Confirms the service agreement between the carrier and the sender, including the cargo, shipment, and route. Mandatory for international transport.
Invoice. Contains essential information about the goods – name, price, delivery terms, and payment conditions. Needed for customs clearance; without it, transportation may be significantly delayed.
Packing List. Serves as a complement to the invoice. Contains detailed cargo information – specifications, weight, volume, etc., simplifying customs identification.
Customs Declaration. Key to allowing the goods to leave the country. Includes sender and recipient information, cargo details (including classification codes).

Problems That Can Arise from Incorrect Documentation

It is useful to consider common mistakes with freight documentation. Key problems include:

Contract – absence of legal basis, making claims against the carrier impossible.
Invoice – no invoice, risking fines and tax/accounting issues.
Packing List – no precise cargo details, complicating quantity, weight, and other checks during transport.
Specification – inability to identify goods, resulting in failed inspections.
CMR / waybills – without them, the cargo cannot be sent; no proof of transfer from sender to carrier.
Insurance policy – lack of this document prevents compensation for losses, theft, or damage.
Licenses and certificates – may cause customs delays, seizure, or legal penalties, especially for hazardous cargo.

Conclusion

As you can see, there is plenty of information. You can study which documents are required for domestic or international freight yourself. However, without experience, it is better to seek help from a specialist or contact a reputable carrier. Legal guarantees, complete documentation, and cargo insurance are the minimum benefits when working with professionals.