Trade and logistics are two aspects that merge to establish the basis for the movement of goods. The increase in international trade has increased both the complexity and the importance of managing the supply chain with the utmost care. In this context, is there a document that facilitates this process? The transport document is the answer, as it provides a clear structure and is framed within the law.
We, Nissin Transport GmbH Sucursal en España, will explain to you exactly what the transport document is to facilitate the understanding of its vital function for the transport of goods. In addition, we detail the different formats in which this document is available. Let’s get started!
Importance of the Transport Document
The transport document, also known as CMR, is an essential administrative document in the management of road transport fleets. This document, which can be either paper or electronic, details the conditions of the transport contract and defines the responsibility of the parties involved.
It is important to differentiate between the national transport document, used for transit within Spain, and the international transport document covered by the regulations of the CMR Convention (to which Spain has been a member since 1974), which establishes that the CMR road transport document is mandatory whenever goods are transported by road to different countries and at least one of them is a signatory of the Convention.
Next, we comment on the importance of the consignment note:
Transparency and Clearness
This document provides a detailed description of the conditions of carriage, covering the nature of the goods, the cost of the service and the responsibilities of each party. This prevents misunderstandings and disputes, ensuring that all parties are fully informed of their rights and obligations.
Security and Liability
The responsibility of the carrier and the shipper in case of loss, damage or delay of the goods is clearly defined in the transport document. This allocation of responsibilities is crucial to manage risks and ensure the safety of the goods during transit.
Administrative Efficiency
The transport document does not evade technological progress either. This type of document can now be issued electronically through specialized software that facilitates the digitization and simplification of administrative processes. This helps to reduce costs while improving operational efficiency and allows companies to better manage their shipments.
Contents and Handling of the National Transport Document
A national transport document must include detailed information, such as the identification of the shipper, carrier and consignee, the place and date of delivery to the carrier, the type of packaging used, and details of the shipment (number of packages, weight, quality and external markings), among others. In addition, it can be generated electronically using specialized software.
It is worth mentioning that in August 2022, there were changes in the law as detailed in the BOE (BOE-A-2022-12925). This implies that the carrier is no longer automatically responsible for everything indicated in the transport document just for acting as carrier and carrying the document during the transportation.
Another aspect to consider is that this document must be transmitted in three original copies, signed by both the shipper and the carrier. It can also be validated manually, with stamps, to guarantee the identity of the signatory. Once signed, the first copy must be sent to the shipper, the second copy accompanies the goods and the third copy is kept by the carrier.
In addition, each shipment must have its own transport document due to the impossibility of consolidating all the information in a single document, as agreed.
Finally, it is essential to know that the handling of the transport document may vary according to the type of transport and the country of operation. It is therefore advisable to familiarize yourself with local regulations and specific requirements to issue and manage this document correctly.
When Is a Transport Document Not Mandatory?
The transport document is not always required by the authorities. But, in certain circumstances, it is mandatory depending on the type of transport:
- Residential or business removals.
- Transportation of vehicles that have suffered breakdowns or accidents.
- Parcel and courier transportation services.
- Transportation of goods over distances of less than 50 kilometers.
- Vehicles with a maximum authorized mass (MMA) of less than 3.5 tons.
- Transport of goods within the same province, provided that the amount transported does not exceed 10.000 kg.
- Transport of live animals.
However, it should not be overlooked that these exceptions may vary significantly depending on the local and regional regulations in force. It is, therefore, recommended to check the specific regulations of the place of transport to ensure compliance with all legal obligations.
Electronic Transport Document
The electronic transport document is one of the major developments in freight management by digitizing essential data that was previously handled in paper format. In addition to speeding up logistics processes, it also offers a number of operational and economic advantages:
Error Reduction
The complete elimination of human intervention in transcription and data manipulation minimizes errors and ensures the accuracy of crucial information for each shipment.
Cost Savings
Printing, storing and sending paper documents has its costs. Therefore, by going electronic, these costs are eliminated. This leads to a considerable reduction in the overall operating costs of transport and logistics companies.
Improved Security
Security is also enhanced when using the electronic transport document. Why? Because the incorporation of advanced security systems protects sensitive data and improves emergency response. For example, integration with eCall facilitates automatic notification of traffic accidents, which optimizes incident management during road transport.
Platform Integration
Finally, the electronic transport document is compatible with other logistics and administrative systems, such as fleet management and customs platforms. This compatibility is beneficial because it simplifies the coordination of international operations and strengthens the efficiency of global business processes.
Comprehensive Transport Solutions
Both in its traditional format and in its electronic version, the transport document is an essential document in freight logistics. This document not only guarantees the correct management and traceability of goods, but also improves operational processes and reduces costs.
We, Nissin Transport GmbH Sucursal en España, are experts in logistics and we work together with our customers to offer them a cost-effective and high quality service. Therefore, we continue to innovate and adapt to the latest technologies to ensure the success of shipments and provide peace of mind to our customers. If you would like to learn more about our services, please contact us.
