CMR Document for HGV Drivers – UK Guide & Free Template

Every HGV driver running cross-border freight into or out of the UK needs to carry a CMR consignment note for each load. The CMR (Convention relative au contrat de transport international de marchandises par Route) is the international transport contract that travels with your goods from the moment you collect them to final delivery. It proves what was loaded, its condition, and who signed for it.

The United Kingdom ratified the CMR Convention in 1967, and that status remains fully in force after Brexit. This means that for any international road freight run you make — whether you are heading to France, Poland, Germany or anywhere else in Europe — the CMR Convention applies to your journey and the consignment note is a legal requirement.

This guide covers everything an HGV driver needs to know about CMR paperwork: which fields you are responsible for, how many copies you keep, what changed after Brexit, the most common mistakes drivers make, and where to get a free CMR template. The goal is straightforward — make sure you never get held up at a border because your CMR is wrong or missing.

What HGV drivers need to know about CMR paperwork

The CMR Convention applies to all international road haulage where the place of taking over the goods and the place of delivery are in two different countries, and at least one of those countries has ratified the Convention. With over 55 signatory states — including all EU member states, the UK, Turkey, and many countries bordering the EU — virtually every international route operated by UK HGV drivers is covered.

The practical requirements are simple. A minimum of three paper copies of the CMR must be produced — one for the sender, one for the carrier (you), and one that accompanies the goods to the consignee. The document is not just administrative; it serves as the contract of carriage, the goods receipt, and the primary piece of evidence if a cargo claim arises.

The CMR document travels with the goods throughout the entire journey. As the driver and carrier representative, you are responsible for ensuring that it is present on the vehicle at all times during the international leg of the run. Border officers — at Dover, Calais, Holyhead, and other crossing points — routinely check for the CMR alongside the customs entry, T1 transit document, and driver documentation.

Which CMR fields does the HGV driver fill in?

The CMR form has 24 numbered fields. The sender (shipper) is responsible for fields 1–15, which cover consignee details, goods description, and any special instructions. As the carrier, you are responsible for specific fields that relate to your company, your vehicle, and your acceptance of the goods.

The fields an HGV driver or their company must complete are:

• Field 6 — Carrier name and address: Your transport company’s full legal name and address. If you are an owner-driver, this is your trading name and registered address.
• Field 16 — Carrier’s vehicle registration number: The registration of the tractor unit or rigid vehicle used on the consignment.
• Field 17 — Trailer registration number: The registration of the trailer. This is especially important for drop-and-swap operations where the tractor changes but the trailer and CMR follow the load.
• Field 18 — Carrier’s reservations and observations: Note any visible damage, shortages, or discrepancies in the goods or packaging before you depart. Once you sign without reservations, you are legally treated as having accepted the goods in good condition.
• Field 19 — Special agreements: Temperature control requirements, hazardous goods references, customer-specific instructions agreed with the shipper.
• Field 23 — Carrier signature on collection: Signed by the driver (or carrier representative) at the loading point. This is the moment the CMR becomes a binding document. Do not sign before inspecting the goods.
• Field 24 — Consignee signature on delivery: Signed by the receiver at the delivery address. This confirms the goods arrived and closes the consignment. Note any visible damage before the consignee signs.

How many copies of the CMR does the HGV driver keep?

Under Article 5 of the CMR Convention, a minimum of three original copies must be produced at the time of loading. Each copy is traditionally colour-coded to identify its purpose:

• Red copy (first original) — Sender: Handed to the shipper at the point of collection. This is their record that the goods left their premises.
• Blue copy (second original) — Carrier: Retained by you (the carrier / HGV driver) after delivery. This is your proof that the consignment was completed. You should keep it for at least one year — many operators keep it for three years to match insurance and legal limitation periods.
• Green copy (third original) — Consignee: Accompanies the goods and is handed to the receiver on delivery, alongside field 24 being signed.

Some shippers issue a fourth copy for customs retention at the border crossing or for their own internal logistics records. This is good practice on UK–EU routes where customs entries reference the CMR document number.

CMR requirements for UK–EU haulage post-Brexit

Brexit changed a great deal about UK–EU haulage, but it did not change the CMR. The CMR Convention is an international treaty administered by the United Nations Economic Commission for Europe (UNECE), entirely independent of EU membership. The UK ratified it in 1967 and the obligation has continued without interruption since leaving the EU.

What did change after 1 January 2021 is the customs documentation layer that sits alongside the CMR. HGV drivers operating UK–EU routes now need to understand and carry:

• UK export entry / EU import entry: Filed by the customs broker before departure, referencing the consignment details on the CMR.
• T1 transit document: Required when goods move under customs suspense through a third country or between GB and Northern Ireland via the Republic of Ireland.
• GVMS (Goods Vehicle Movement Service): The UK border IT system that links your trailer/vehicle registration to the customs entry. You need a Goods Movement Reference (GMR) at GB ports.
• Safety and security declaration (ENS/EXS): Pre-arrival/pre-departure safety filings required by both the UK and EU.

The Road Haulage Association (RHA) and Logistics UK both publish up-to-date guidance on the full documentation stack for UK–EU haulage. The CMR sits at the top of that stack as the foundation transport document — everything else (customs entry, GVMS) references back to the goods description and parties named in the CMR.

Common CMR mistakes made by HGV drivers

After years of seeing cargo claims, border delays, and insurance rejections, the same errors appear repeatedly. Here are the most common CMR mistakes HGV drivers make and how to avoid them.

• Leaving mandatory fields blank: Fields 1 (sender), 2 (consignee), 3 (place of taking over), 4 (place of delivery), and 6 (carrier) are all mandatory under Article 6 of the CMR Convention. A document with any of these blank is technically incomplete and can be rejected at customs.
• Not recording damage or shortages in field 18 before signing: This is the single most expensive mistake a driver can make. Once you sign field 23 without reservations, the CMR Convention creates a legal presumption that you received the goods in good condition. If damage is later discovered, you may be liable as carrier. Always inspect before signing — write your reservations in field 18 even if it holds up departure by a few minutes.
• Losing the blue carrier copy: Keep the blue copy secure throughout the journey and file it properly after delivery. It is your only paper evidence that the consignment was completed. Drivers who lose it find themselves unable to defend cargo claims even when they did nothing wrong.
• Using an old or non-compliant CMR template: The CMR form must contain all 24 numbered fields as defined in the Convention. Photocopied old forms, locally produced templates, and some downloaded PDFs omit fields or use different numbering. This creates problems at customs and in legal disputes. Use a current, compliant CMR template.
• Signing for goods before inspecting them: Time pressure at loading docks can lead drivers to sign field 23 before counting packages or checking for visible damage. This transfers risk to you as the carrier. Even a brief note — “3 pallets not counted” or “outer packaging damaged” — protects you far better than a clean signature on unchecked goods.
• Incorrect or vague goods description: Entries like “general cargo” or “various goods” are insufficient for customs purposes and may cause the load to be stopped for documentary examination. Be specific: the goods description on the CMR should match the commercial invoice and packing list exactly.

Free CMR template for HGV drivers – download or use online

You do not need to buy CMR forms from a stationer or print shop. A fully compliant, free CMR template is available in multiple formats for download or online completion.

• Free consignment note template — download in PDF, Word, or Excel format. Print and complete manually, or fill in the PDF fields digitally before printing.
• Free CMR PDF online tool — complete the form directly in your browser, save it, and print a ready-to-sign CMR in seconds. No account required for occasional use.

For drivers and transport companies who produce CMRs regularly, a free account provides 5 CMR documents per month at no cost. Upgrade to a paid plan if your volume requires more — plans start at a low monthly rate and include archiving, duplicate detection, and team access.

Using an online CMR tool reduces the risk of using outdated templates, ensures all 24 fields are present, and produces a cleanly formatted document that is easy to read at border inspections.