Control document for freight transport: what it is and what it must include

What the control document is

The control document is the proof that accompanies every public road freight transport and lets inspectors check what goods are involved, who sends them, who receives them and who carries them. It is regulated by Order FOM/2861/2012.

What data it must contain

Although you should always check the consolidated text in the BOE, the document essentially identifies:

• Shipper: who contracts and hands over the goods.
• Carrier: the company performing the transport, with its authorization.
• Consignee: who receives them.
• Goods: nature, weight or volume and, where applicable, packages.
• Place and date of loading and unloading.
• Vehicle and, where applicable, trailer or semi-trailer.

If the goods are dangerous, it must also be accompanied by the ADR documentation, with UN number and class.

Paper or electronic

The document may be carried on paper or in electronic format. In electronic format it must be possible to show it to the inspector at the time of the check, so the driver needs access from their phone even with poor coverage. That is why driver apps work offline.

Retention

The carrier company must keep the document for a period set by the regulation, which in practice is one year. Confirm the current period in the BOE, because it is the kind of data that gets updated.

Mistakes that end in a penalty

1. Leaving without the document issued because "it will be done later".
2. Incomplete or incorrect data: shipper name, destination or goods that do not match reality.
3. A document the driver cannot show (it stayed in the office or the phone will not open the file).
4. Not keeping it for the required time.

How to avoid them with a simple process

• Generate the document when creating the trip, not when loading.
• Block or warn about departure if it has not been issued.
• Keep an accessible copy for the office and for the driver.
• Check that dangerous goods carry their UN number and class.

How Fleetaria manages it

In Fleetaria the trip's traffic light marks a trip as incomplete if it has no control document issued, and also if shipper, consignee, goods or loading and unloading data are missing. The driver sees in the app what is missing before leaving and, by default, can confirm and leave, with a record being kept; the company can configure that only a manager authorizes departure. The requirements are being validated with a transport adviser, so they do not replace legal advice.

Frequently asked questions

Is the control document mandatory for all transport?

It is required in public road freight transport. The specific cases and exceptions should be checked in Order FOM/2861/2012 or with a transport adviser.

Can it be digital?

Yes. It may be carried in electronic format as long as it can be shown to the inspector during the check.

What is the difference between the control document and the consignment note?

The control document is an administrative inspection requirement; the consignment note documents the transport contract between the parties. In international transport, the consignment note is the CMR.

Who fills in the control document?

The obligation lies with the carrier, who issues it with the shipper's data. In practice, the office generates it when creating the trip.