EVERYTHING YOU NEED TO KNOW ABOUT DOCUMENTS, PROOFS AND CERTIFICATES
In commercial road haulage, various documents must be carried with every transport. These range from technical documents for the vehicle and driver’s certificates of competence to specific permits and information about the transported load.
As there are sometimes major differences in these carrying obligations between domestic German, as well as domestic and non-European cross-border traffic, it is important to check that all documents are complete and up to date before every journey. This article provides an overview of the most important documents.
PERSONAL DOCUMENTS THAT MUST ALWAYS BE CARRIED
Who is driving this transport? Is the person legally allowed to be in this country and is he or she authorized to drive such a vehicle? Questions like these form the basis of what authorities in all countries typically want to know first when inspecting a freight transport.
Some documents are only required when the transport leaves the EU’s external borders. However, as these documents are valid for at least several years, it is advisable to carry them with you at all times. Even if certain documents only have to be presented on a case-by-case basis, it is still ensured that nothing is forgotten at home. Experience has shown that missing documents can lead to extremely lengthy and annoying delays during an inspection.
In detail, the following documents should belong to this category:
- An official photo ID: Although a German ID card is sufficient in the EU, it is not sufficient in practically any other country beyond the borders of the EU. Therefore, a passport should also be available in such cases. If the driver is a national of a non-European country, the driver’s certificate must also be available. As with all other documents with limited validity, it is advisable to keep an overview of the expiration dates of the ID cards.
- The driver authorizations: This primarily includes the driver’s license. The key number 95 should be entered here (proof of completion of the basic qualification and authorization for commercial driving) if a professional driver qualification has been acquired.
As this document is usually also not sufficient beyond the EU borders, an international driving license should also be available for corresponding assignments. However, this is only valid in conjunction with the regular EU driving license. The third document is the driver card if a digital tachograph is installed.
- Proof of work and/or residence authorization for all countries to be transited in the form of visas or transit visas. In addition, for drivers from non-European countries, proof of a work and residence permit.
- Medical documents: In the EU, a regular health insurance card is sufficient. In addition, proof of social insurance in the form of an A1 certificate is recommended for many countries. The German Liaison Office for Health Insurance Abroad provides further information on the very different forms of recognition depending on the case. Not least in view of the pandemic, it is advisable to carry proof of vaccination.
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VEHICLE DOCUMENTS
The second category of transport documents includes all documents relating to the vehicles, i.e. the tractor unit and the trailer or semi-trailer. This also includes insurance cover. In detail, these are the following documents:
- All technical documents: This includes at least the vehicle registration certificate and, if necessary, the vehicle registration certificate of the trailer (registration certificates Part I). When traveling outside Europe, both should be carried (additionally) in the form of international vehicle registration certificates; these contain several translations of the data in common languages.
- An additional proof of insurance in the form of the green insurance card: Although this is typically no longer required in the EU, it is required outside of it. This document can now be applied for and sent electronically and can be printed out on conventional paper by the recipient.
- A multilingual European accident report.
Image 3: stock.adobe.com © Tanja Moosmann
DOCUMENTS FOR DOMESTIC GERMAN FREIGHT TRAFFIC
What needs to be carried in addition to the documents already mentioned can be divided into several levels. If transportation takes place exclusively within Germany’s borders, this is the simplest variant in terms of documents. However, even in this case, drivers must carry some additional documents:
- An official letter of legitimation for the transport company in the form of the EU Community license: The version carried by the driver should be at least a certified copy A simple copy of the original document is not sufficient. This license is also required for all journeys abroad.
- A permit for commercial road haulage: This applies as soon as the transport vehicle has a maximum permissible mass of over 3.5 tons. In this case, a road haulage permit must be carried for national transport. It is important that the company applying for the permit has as many copies issued as it has transport vehicles – i.e. does not make copies on its own authority.
- Auxiliary and verification tool for recording driving and rest periods: If an analog tachograph is still installed in the vehicle, this means the record sheet for the current day and the record sheets for the previous 28 calendar days on which the driver was at the wheel. In addition, there must be enough blank record sheets for the entire duration of this journey. However, if a digital tachograph is installed, at least one spare roll of paper must be carried for this.
- Proof of the tolls paid in the form of the highway toll certificate.
- A simple copy of the freight damage liability insurance policy taken out.
- The documents that provide information about the cargo: These are usually the accompanying documents in the form of the consignment note, a confirmation of unloading if applicable and a copy of any transport insurance.
If special permits have been issued for the transport vehicle or the transport – e.g. for heavy loads – these must also be carried.
In the case of cross-border goods transportation, the required documents change only slightly. This means that the above-mentioned documents must be carried at all times, supplemented if necessary by the relevant documents for international transportation. Everything that builds on this (and follows in this text) must therefore be carriedin addition, not as an alternative .
Image 4: stock.adobe.com © Yakobchuk Olena
ADDITIONAL DOCUMENTS FOR INTRA EUROPEAN CROSS-BORDER TRAFFIC
Only a few decades ago, there were major differences in the documents to be carried at the border of each of the nine countries bordering Germany. And even in these countries, different documents had to be presented when crossing the border into third countries. Although the European unification process has not yet been fully completed, drivers within the EU only have to carry a few additional documents. For example, there are no changes to the EU Community license. In addition, the following obligations apply:
- All proof of bilateral or multilateral conformity by the CEMT: This means the original CEMT (relocation) permit, the green CEMT certificate for the vehicle and the yellow one for any trailers/semi-trailers as well as the white CEMT technical inspection certificate. The latest CEMT information can be found at the Federal Office for Goods Transport.
- An internationally standardized consignment note in the form of the CMR consignment note. This document can also be carried digitally as an e-CMR.
- A proof of vacation and sick leave filled out according to European format.
In this case, the obligation to carry the documents ends for general transportation. However, individual countries on the European continent require additional documents. These countries are listed in alphabetical order:
- France requires a certificate of employment in the form of the attestation d’employeur de personnel de conduite for drivers from countries outside the EU or EEA. In addition, the aforementioned A1 certificate, proof of employment, the vehicle owner’s authorization to dispose of the vehicle and anattestation de detachement must always be carried. In addition, an (informal) document de suivi (disposition overview) must be enclosed with the consignment note.
- Great Britain requires a completed checklist against illegal immigrants. This can be downloaded from the British authorities’ website.
- Italy would like to be shown proof of employment .
- Austria also requires proof of employment, as well as an A1 certificate and a ZKO3-T posting notification. This must be submitted online before transportation on a special page of the Austrian Anti-Fraud Office and the printed proof must be carried along.
- Poland requires the vehicle owner to be authorized to dispose of the vehicle.
- Switzerland requires proof of the T2 procedure for transit journeys.
Image 5: stock.adobe.com © M. Perfectti
ADDITIONAL DOCUMENTS FOR NON-EUROPEAN CROSS-BORDER TRAFFIC
If you would like to know what everyday life was like for all transport drivers before the opening of intra-European borders, you can still find a good overview today for journeys leaving the EU’s borders for third countries. In addition to all the documents and proofs already mentioned, they must also be carried:
- Customs declarations for the transportation of goods: The TIR Carnet is used for this, which can be obtained in Germany from the regional offices of the BGL (Bundesverband Güterkraftverkehr Logistik und Entsorgung e.V.) or the AIST (Arbeitsgemeinschaft zur Förderung und Entwicklung des internationalen Straßenverkehrs e.V.).
- Proof that the vehicle or trailer/semi-trailer and/or the transport containers are sealed in a customs-compliant manner . This is verified by the (international) registration certificates and by registration plates on containers.
- Although not mandatory everywhere, it makes sense for the vehicle owner to have authorization to dispose of the vehicle.
Here, too, the national legislation of the various countries may differ significantly. Listing all the requirements of countries bordering the EU or the EEA alone would exceed the scope of this text. There are also special obligations depending on the type of freight.
Companies and employed drivers should inform themselves carefully about BGA, customs and the representatives of the transit and destination countries beforehand, especially when transporting goods to such third countries for the first time, in order to avoid any problems from the outset.
Image 6: stock.adobe.com © Satakorn
ADDITIONAL DOCUMENTS FOR THE TRANSPORTATION OF DANGEROUS GOODS WITHIN EUROPE
Although the transportation of dangerous goods is an everyday business for many freight forwarders, it is a particularly noteworthy topic in terms of the documents to be carried. Apart from a few special transport goods for which additional regulations apply, the European requirements in this segment can be summarized as follows:
- All relevant evidence regarding the ADR agreement: This includes the transport document (5.4.1 & 8.1.2.1a ADR), driver training certificates (8.1.2.2 & 8.2.1 ADR), identification documents of all passengers and written instructions (5.4.3 & 8.1.2.1.b ADR). In addition, if required by the destination country, a copy of multilateral ADR agreements.
- Any other certificates: These primarily include test certificates for parts of the vehicle, the trailer/semitrailer or the transport containers, certificates for routes, exemptions and permits for substances in classes 1, 5.2 and 7 (explosive substances, organic peroxides and radioactive substances) not covered by the ADR documents.
Image 7: stock.adobe.com © Marina Lohrbach
TIPS FOR STORING AND TRANSPORTING DOCUMENTS
The documents mentioned can be very extensive in many cases. This even applies to simple transports within Germany. To avoid disorganization and forgotten documents, it is therefore advisable to split them up. It makes sense to use special folders or bags for this purpose, which should be labeled accordingly.
- All personal documents should be kept in a folder that always remains with the driver. It makes sense to take these documents with you when leaving the vehicle for a longer period of time or when changing vehicles. It is also helpful to have some cash with you for unplanned exceptional situations. Special fuel or company credit cards can also be kept in this folder.
- The documents relating to the vehicle should be summarized in such a way that they never leave the vehicle, this also applies to driver changes. It is recommended that new drivers always check the folder for completeness. However, if trailers/semitrailers are regularly attached to different vehicles, it may be better to keep the relevant documents separately to ensure that they do not remain in the wrong towing vehicle.
Experience has shown that clear storage and structuring of all documents ensures that the process at borders and during inspections is much quicker and does not require more time than absolutely necessary. In addition, errors can be prevented more easily because it is always clear whether the correct documents are being carried.
