In transport, documents are not “papers for accounting.” They are your evidence system: what exactly was shipped, in what quantity, on what terms, who accepted the cargo, where damage occurred, and who is responsible. When documents are missing or filled out “somehow,” logistics starts to feel like a detective story with no clues: everyone remembers something, but nothing can be proven.
Beginners most often mix documents up: they assume one waybill covers everything, or they issue a CMR “just in case” where it doesn’t apply, or they forget to add remarks at receiving. In this article we’ll explain what CMR, TTN, and various waybills are, why they matter, how they connect to liability, and how to build a minimal but reliable “documentation loop” for shipments.
What it is: a transport document records the fact and conditions of carriage (who ships, where, by what transport, who handed over/received), while a commercial/goods document describes the goods themselves (what exactly and in what quantity is transferred).
How it’s measured: by the set of data: route, parties, conditions, locations, weight, signatures, and remarks about cargo condition.
Why it matters: without a transport document it’s hard to prove the carrier’s liability; without a goods document it’s hard to prove what exactly was handed over and in what volume.
What it is: an international road consignment note for road transport under the CMR Convention (i.e., specifically international road carriage—not “just any waybill with letters”).
How it’s measured: by correct completion of key fields: shipper/consignee/carrier, places, weight, special conditions, instructions, signatures, and remarks.
Why it matters: CMR is the core document used in disputes in international road deliveries: shortages, damage, deadlines, and remarks made at acceptance.
What it is: a товарно-транспортная накладная (TTN), a traditional document for domestic transport that combines a goods section and a transport section (in practice it’s used as a combined record for accounting and proof of handover).
How it’s measured: by completed sections (goods, packaging, number of packages, carrier, route), signatures of responsible persons, and handover/receiving marks.
Why it matters: TTN helps confirm that cargo was shipped and received and is often a key internal document for accounting and claims in domestic processes.
What it is: documents that confirm the handover of goods and serve as the basis for settlement (inside the company and between counterparties). The exact set depends on the deal structure.
How it’s measured: by matching details (item names, quantities, batches, value) with what was actually shipped and received.
Why it matters: if the goods data doesn’t match what the consignee accepted, you’ll have problems not only in logistics but also in accounting.
What it is: notes about visible damage, broken packaging, discrepancies in package count, arrival time, etc.
How it’s measured: by having specific wording and signatures, photo evidence, and the time the remark was added.
Why it matters: in a dispute, the winner is usually the party with a remark like “upon receipt, it was found…”. Without it, a claim often looks like “they noticed it two days later.”
| Document | Why it’s needed | Where it’s most used | Critical part |
|---|---|---|---|
| CMR | Records the terms of international road carriage | International road shipments | Remarks/reservations at receipt, package count and weight data |
| TTN | Confirms cargo handover and carriage (goods + transport) | Domestic shipments | Signatures and handover/receipt marks, number of packages |
| Goods/universal waybill | Records transfer of goods (accounting/settlement) | Domestic sales/supply | Matching item list and quantities with actual receipt |
| Act/claim document | Records discrepancies/damage | When incidents happen | Prepared “on site and immediately” + photos |
When it fits: regular domestic shipments, standard cargo with no special regimes, clear parties and routes.
Pros: less bureaucracy; faster paperwork; easier control.
Limitations: for complex schemes (multiple carriers, transloads, terminals) the minimal set may not be enough to build evidence.
Risks: if package count and packaging condition are not clearly recorded at handover/receipt, disputes become shaky.
When it fits: high-value/fragile cargo, temperature regime, multiple points, terminals, international shipments, high claims risk.
Pros: stronger evidence base; faster investigations; clearer responsibility by stages.
Limitations: more discipline and time needed; warehouse and receiving teams must be trained.
Risks: if documents exist but are filled out “carelessly,” it’s not protection—it’s the illusion of protection (the worst kind of illusion).
Scenario 1: baseline—regular domestic shipments; sometimes package count doesn’t match at the consignee. Actions—introduced marking for every package and mandatory “package/total packages” reconciliation at handover to the carrier; added photo evidence of pallets before dispatch. Result—fewer disputed cases, because it became clear where exactly the discrepancy occurred.
Scenario 2: baseline—international road shipment; once the cargo arrived with damaged packaging, but the consignee signed with no remarks. Actions—trained receiving: inspect packaging before signature, mandatory remarks in the CMR for visible damage, photos on site. Result—claims closed faster, and carriers handled the cargo more carefully. We’ve worked in this field for over 13 years, and yes: “signed with no remarks” sometimes sounds like “we agreed everything was perfect.”
1) What’s more important: a CMR or an invoice?
Different purposes. CMR records carriage and receipt for international road delivery, while an invoice is for settlement for the goods. In a damage/shortage dispute, transport documents and receiving remarks are the key pieces.
2) Can you accept cargo and file a claim “later”?
You can, but the chances of success are lower. If damage/shortage is visible at receipt, record it immediately: a remark in the document + an act + photos. “Later” often becomes “couldn’t prove it.”
3) What is the minimum you should do at receiving so you don’t lose claim rights?
Count packages, inspect packaging, record visible damage with a remark in the document before signing, take photos, and prepare an act if there are discrepancies. It takes 10–20 minutes, but saves weeks of disputes.