How to Fill and Use a CMR Consignment Note: Step-by-Step Guide

Filling out a CMR consignment note correctly is a practical skill that prevents delays, reduces disputes and protects all parties in international road transport. This guide walks a beginner through the entire process, from creating the CMR to handling delivery and claims.

Before you start: know the basics

CMR applies when international road transport is between signatory countries and the contract is covered by the Convention. The consignment note can be paper or electronic (eCMR) if accepted by the parties and the involved states. The document serves as: (1) a contract of carriage; (2) a receipt that goods were taken over by the carrier; and (3) evidence for claims or customs procedures.

Step 1 — Prepare required information

Collect accurate data before completing the CMR. Required information typically includes:

• Names and addresses of consignor (shipper), carrier, and consignee (receiver)
• Place and date of taking over the goods and the designated place of delivery
• Description of goods: nature, number/type of packages, marks and numbers, gross weight or volume
• Instructions for handling, special requirements, or references to other documents
• Freight payment terms (prepaid, collect, cash on delivery) and amount if known
• Possible customs instructions or references to export/import documents

Step 2 — Complete the consignment note fields

On a typical CMR form, fill in the standardized fields clearly and legibly. Common fields and guidance:

• Consignor/consignee details: Use full legal names and accurate addresses to avoid confusion at customs.
• Carrier: Include the carrier company name and, if different, the identity of the actual performing carrier (for subcontracted legs).
• Place/date of taking over and delivery: Be precise to establish liability period.
• Description of goods: List contents, number of packages, visible marks and numbers, and gross weight. Avoid vague descriptions — "various" is not helpful.
• Special instructions or declarations: Note if goods are dangerous, temperature-sensitive, fragile, or if customs transit documents will accompany the shipment.
• Freight and charges: State who pays and any COD amount. If prepaid, note that accordingly.

Step 3 — Distribution of copies

Traditional CMR forms consist of multiple copies (often four): for the consignor, carrier, consignee, and sometimes customs or a second carrier. With eCMR, copies are digital but the same distribution principle applies: each party must have access to the completed consignment note.

Step 4 — At pickup

The carrier inspects the goods where appropriate and signs the CMR to confirm taking over. If visible damage or discrepancies exist, the carrier or consignor should record reservations and details on the note. If the carrier refuses to accept the goods, the consignor should document why.

Step 5 — During transit

Keep the CMR accessible for checks by authorities (customs, port authorities) and for the driver to present if required. If unforeseen events occur (damage, theft, partial loss), the carrier should note these events and inform consignor and consignee as required by the contract and national rules.

Step 6 — At delivery

The consignee examines the goods and notes any visible damage or missing items on the CMR before signing. If the consignee signs without reservations, it becomes strong evidence that goods were delivered in apparent good order. If reservations are noted, record them precisely (what is missing/damaged, and any supporting photos).

Step 7 — After delivery: claims and retention

Time limits apply for making claims under the CMR Convention — typically short windows for submitting complaints and commencing legal action. Keep the original CMR (or eCMR record) and any supporting documents (photos, weights, packaging lists, invoices) securely for the relevant retention period to protect your rights.

Example scenario

Imagine a textile exporter in Warsaw ships garments to a retailer in Amsterdam. The shipper completes the CMR with exact package counts, gross weight, and declare the goods as "garments, 20 boxes, gross weight 1,200 kg." The carrier signs at pickup and the consignee inspects at delivery, finding two boxes damaged and notes "2 boxes damaged – visible tears in packaging" on the CMR before signing. This reservation supports the retailer’s claim for damage against the carrier.

Practical tips

• Always use legible handwriting or digital entry — illegible notes can cause disputes.
• Be specific: describe goods clearly and include serial numbers or marks if available.
• Record any visible damage or deviations at pickup and delivery.
• Retain copies: store originals or eCMR records securely and back them up.
• If transporting dangerous goods, follow ADR and note relevant declarations in the CMR.

By following these steps, beginners can ensure CMR consignment notes are accurate, legally useful and effective tools for documenting and protecting international road shipments.