What Is a CMR Waybill and When Is It Required?
The CMR consignment note is the standard transport document for international road freight governed by the Convention on the Contract for the International Carriage of Goods by Road (CMR Convention, Geneva, 1956). Over 55 countries are signatories — including all EU member states, the UK, Russia, Turkey, and most of Central Asia — making the CMR the near-universal document for cross-border road freight on the European continent and beyond.
A CMR waybill is required for every international road freight shipment where the point of loading and the point of delivery are in different CMR signatory countries, or where the transport route passes through a signatory country. It is the legal contract between the sender (consignor), the carrier, and — upon delivery — the consignee.
The standard CMR form is issued in a minimum of three original copies, each colour-coded:
- Copy 1 (red border) — retained by the sender as proof of dispatch
- Copy 2 (blue border) — accompanies the goods and is handed to the consignee at delivery
- Copy 3 (green border) — retained by the carrier
- Copy 4 (black border, optional) — used as a loading copy, for customs, or the driver's personal copy
Under the CMR Convention, the sender is responsible for completing Boxes 1–15 and is liable for inaccuracies in those fields. The carrier completes Boxes 16–19 and any reservations about cargo condition. Both parties sign the document at loading — the carrier's signature confirms receipt of the goods and creates the binding transport contract.
CMR Waybill Structure: All 26 Fields at a Glance
The standard CMR form contains 26 numbered boxes. Here is a concise overview of each:
| Box | Field | Required | Filled by |
|---|---|---|---|
| 1 | Sender (consignor) | Required | Sender |
| 2 | Consignee | Required | Sender |
| 3 | Place of delivery | Required | Sender |
| 4 | Place and date of loading | Required | Sender |
| 5 | Documents attached | Optional | Sender |
| 6 | Marks and numbers | Optional | Sender |
| 7 | Number of packages | Optional | Sender |
| 8 | Method of packing | Optional | Sender |
| 9 | Nature of goods | Required | Sender |
| 10 | Statistical number (HS code) | Optional | Sender |
| 11 | Gross weight (kg) | Required | Sender |
| 12 | Volume (m³) | Optional | Sender |
| 13 | Sender's instructions | Optional | Sender |
| 14 | Freight charges / payment | Optional | Sender |
| 15 | Cash on delivery | Optional | Sender |
| 16 | Carrier name and address | Required | Carrier |
| 17 | Subsequent carriers | Optional | Carrier |
| 18 | Carrier's reservations | Optional | Carrier |
| 19 | Special agreements | Optional | Carrier |
| 20 | Payment at place of taking over | Optional | Carrier |
| 21 | Place and date of issue | Required | Sender |
| 22 | Sender's signature | Required | Sender |
| 23 | Carrier's signature | Required | Carrier |
| 24 | Consignee receipt at delivery | Optional | Consignee |
| 25 | Vehicle registration numbers | Optional | Carrier |
| 26 | Vehicle make and model | Optional | Carrier |
Download Free CMR Waybill Templates
Bilingual CMR forms — English plus destination country language. Print and fill by hand, or use our tool to fill automatically in 2 minutes.
.docx format — opens in Word, LibreOffice, or Google Docs. All 26 CMR fields, bilingual labels, colour-coded copy instructions, and signature sections included.
Step-by-Step Guide: How to Fill Out Each CMR Field
Below is a detailed explanation of each box with practical guidance for accurate completion.
Box 1: Sendermandatory
Full legal name, street address, city, postcode, and country of the consignor. Use the exact company name as it appears on trade documents. Abbreviations that could cause confusion should be avoided.
Box 2: Consigneemandatory
Full legal name and complete address of the recipient. If delivery is to a warehouse or logistics hub rather than the buyer, enter the actual delivery address — not the buyer's registered address.
Box 3: Place of deliverymandatory
City, country, and if relevant the specific site or terminal for delivery. This is the legally agreed point of delivery under the transport contract — it determines where the carrier's liability ends.
Box 4: Place and date of loadingmandatory
The exact location where goods are loaded (factory, warehouse address) and the date loading takes place. If loading spans multiple days, enter the date loading begins.
Box 5: Documents attached
List all documents accompanying the shipment: commercial invoice number, packing list, export declaration, phytosanitary certificates, dangerous goods declarations. Each document reference should be identifiable.
Box 6: Marks and numbers
Package markings as they appear on the cargo: pallet numbers, container IDs, batch references. Must match the physical labeling on the goods to enable identification at delivery.
Box 7: Number of packages
Total count of individual shipping units: pallets, boxes, drums, rolls. Express as a number followed by the unit type (e.g., '24 pallets'). Leave blank only if the cargo is shipped as bulk without individual packaging.
Box 8: Method of packing
Describe how the goods are packaged: 'palletised cardboard cartons', 'shrink-wrapped on EUR pallets', 'wooden crates'. Relevant for insurance and handling instructions.
Box 9: Nature of goodsmandatory
A clear commercial description of the cargo sufficient for customs identification. Avoid vague terms like 'general goods' or 'merchandise'. For hazardous goods, include the UN number and ADR class. For consolidated shipments, list all commodity types.
Box 10: Statistical number
HS (Harmonized System) tariff code for the goods. Required for customs clearance in many jurisdictions. Enter the 6-digit or 8-digit code as applicable to the destination country.
Box 11: Gross weight (kg)mandatory
Total weight of the shipment including all packaging, in kilograms. Must be accurate — discrepancies between the CMR and actual weight can trigger customs inspections and liability disputes.
Box 12: Volume (m³)
Total cubic volume of the shipment, useful for LTL rate calculations and space planning. Enter as a decimal number in cubic metres.
Box 13: Sender's instructions
Special handling requirements, customs instructions, or prohibitions: 'Keep upright', 'Temperature 2–8°C', 'Deliver only to named recipient', customs procedure codes. Carriers are bound by these instructions once the CMR is signed.
Box 14: Freight charges and payment terms
Indicate who pays freight charges: sender (prepaid) or consignee (collect). Enter any agreed charges visible to the consignee. Confidential rate information may be omitted here if documented separately.
Box 15: Cash on delivery (COD)
If the carrier is to collect payment from the consignee on behalf of the sender, enter the COD amount and currency. The carrier assumes liability for collecting and remitting this amount.
Box 16: Carrier name and addressmandatory
Full legal name and registered address of the executing carrier — the company operating the truck. If a freight forwarder is acting as carrier, their details appear here, not the subcontracted haulier.
Box 17: Subsequent carriers
Names of any additional carriers who will take over the consignment during transit. Under the CMR Convention, each carrier who takes over becomes jointly liable for the entire transport.
Box 18: Carrier's reservations
Any observations the carrier makes at loading time about the condition of the goods or packaging. Example: 'Pallet 3 — outer carton damaged, contents not inspected'. These reservations protect the carrier from liability for pre-existing damage.
Box 19: Special agreements
Any terms agreed between sender and carrier that deviate from standard CMR conditions: value declarations for enhanced liability, agreed insurance cover, specific route requirements.
Box 20: Payment at place of taking over
Any amounts established and payable at the loading point, separate from the main freight charges.
Box 21: Place and date of issuemandatory
The city/location where the CMR is issued and the date it is completed. This is typically the place of loading and the date of loading.
Box 22: Sender's signature and stampmandatory
The sender or their authorised representative must sign and, where applicable, stamp the CMR. This signature confirms the accuracy of boxes 1–15 and the sender's acceptance of transport conditions.
Box 23: Carrier's signature and stampmandatory
The carrier or their driver signs to confirm receipt of the goods in the condition described, subject to any reservations noted in Box 18. The carrier's signature creates the transport contract.
Box 24: Goods received (consignee)
Completed by the consignee at delivery: date of delivery, signature, and stamp. Any reservations about the condition of goods at delivery should be noted here or communicated formally within the CMR Convention's prescribed timeframes.
Box 25: Vehicle registration numbers
State registration (licence plate) numbers of the tractor unit and the trailer or semi-trailer. Required by customs authorities at many border crossings, particularly in Eastern Europe and Central Asia. If the vehicle combination changes during transit, the incoming carrier is responsible for updating this field.
Box 26: Vehicle make and model
Make and model of the tractor unit and the trailer or semi-trailer. Together with Box 25, this gives customs authorities full vehicle identification. Both boxes are filled by the carrier or driver at the point of loading.
Common Mistakes When Filling Out a CMR and How to Avoid Them
Most CMR disputes and border delays trace back to a handful of recurring errors. Here are the ones that cause the most problems in practice.
Vague cargo description in Box 9
Writing 'goods', 'cargo', or 'merchandise' is insufficient for customs and creates liability ambiguity. Describe the commodity specifically: 'automotive spare parts — brake pads', not 'parts'.
Missing or wrong consignee address
Entering a billing address instead of the physical delivery address causes delivery failures and disputes about where the carrier's obligation ends. Always confirm the operational delivery address.
Gross weight discrepancy
Entering an estimated or rounded weight in Box 11 that differs from the actual weight creates problems at weigh stations and customs. Weigh the loaded vehicle and use the actual figure.
Omitting carrier reservations for damaged packaging
Accepting goods with damaged outer packaging without noting reservations in Box 18 exposes the carrier to liability for contents they never inspected. Always note visible damage before signing.
Wrong carrier in Box 16
Entering the freight forwarder as carrier when a haulier is the actual operator, or vice versa, creates contractual ambiguity and insurance gaps. The party that physically performs the transport is the carrier.
Leaving Box 13 blank for temperature-controlled shipments
For cold chain cargo, Box 13 must include temperature requirements. Without explicit instructions, the carrier has no contractual obligation to maintain temperature.
Altering a signed CMR
Correcting errors by crossing out and initialling after the CMR has been signed by both parties invalidates the document. Any correction requires a new CMR to be issued.
Using photocopies as originals
All three original copies carry legal weight. Photocopies do not substitute for originals in customs proceedings or liability claims.
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Automated CMR Completion: Modern Solutions
Filling out CMR waybills manually is time-consuming and error-prone — especially for teams handling multiple shipments daily. Modern CMR generator software eliminates the manual process entirely.
Logi Link Up is an AI-powered CMR generation platform built specifically for freight forwarders and logistics companies. Instead of typing data into each box, you upload an existing document — a commercial invoice, packing list, or delivery note — and the AI extracts shipper details, consignee address, cargo description, gross weight, and reference numbers, then maps them to the correct CMR fields automatically.
The result is a print-ready, legally valid CMR in under 60 seconds — with all mandatory fields validated before the document is issued.
No manual data entry
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Built-in field validation
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Saved profiles for repeat routes
Sender, carrier, and consignee data filled in one click
Multi-language output
English, Russian, and Polish — covering major freight corridors
Cloud archive
Every CMR stored and searchable — no lost documents
Frequently Asked Questions About Filling Out a CMR
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