Business lines: drawing up and submitting a claim to a transport company

A forwarding receipt is issued when an enterprise engages a third-party transportation company to transport inventory items. This document is included in the mandatory set of forwarding documents and is an annex to the agreement between the shipper or consignee and the transport organization. It refers to primary documentation and therefore it is necessary to treat its preparation carefully, observing all the norms and requirements established for this type of paper.

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What it is

The following persons take part in the transportation of cargo:

• client is the owner of the cargo;
• carrier - an organization directly transporting cargo;
• forwarder is a company that organizes transportation on behalf and at the expense of the client. The forwarder has the right to take over the functions of the carrier or hire a third party; a forwarding receipt is a document related to the activities of the company organizing the transportation.

This document records the fact of receipt of goods in a certain completeness and with certain characteristics. What a forwarding receipt is is disclosed in the rules approved by Decree of the Government of the Russian Federation dated September 8, 2006 No. 554, where it is listed among other required papers. The receipt records important data about the product, including weight, packaging and cost, so the document is useful and necessary for both parties. The composition of the information contained in the document answers the question of why a forwarding receipt is needed:

1. It relieves the client-sender of responsibility for the safety of the cargo during transportation, since by accepting the goods in the form recorded in it, the forwarder assumes all risks associated with its transportation and possible damage.
2. For the transportation organizer, this is an opportunity to record the actual condition of the goods at the time of shipment, so that later certain defects that arose before the transfer would not be attributed to carelessness during transportation.

Legal advice

The forwarding receipt is considered an important document not only for the customer himself, but also for the direct forwarder. This is due to the fact that the document is used in tax accounting to calculate expenses incurred by a specialist during the transportation of goods. Therefore, it must be compiled carefully, taking into account numerous requirements and without errors. If various blots or inaccuracies are identified, this may become the basis for the Federal Tax Service employees to refuse to use it to reduce the tax base.

The receipt contains information only about the parties to the agreement and the cargo. It does not contain information about the period of cargo transportation. Therefore, you must additionally issue and pay an invoice for payment separately. The forwarder must also take care of generating a waybill.

The entire package of documents is required not only by the direct contractor, but also by the customer. This will allow you to easily calculate taxes and maintain accounting records.

Is it necessary to use the form?

The rules consider forwarding papers as an integral part of the transport expedition agreement. Therefore, at first glance, it follows that a transport receipt is mandatory, and without it the existence of a contract is impossible. But paragraph 6 of the rules states that by agreement of the parties, if required by the nature of their relationship, the use of other transfer documents not provided for by the rules is allowed. This confirms that a forwarding receipt is not required. The parties must draw up some kind of transfer paper that would record the fact of transfer of goods from the client to the forwarder, but, by agreement, the use of the approved form is not necessary.

How to correctly draw up a forwarding receipt sample

Here they are practically the same as in the order to the forwarder - the transport document mentioned above. But there is one field missing in the order - we are talking about the “Conditions” item.

Here, as the name suggests, the conditions under which the freight forwarder accepts the cargo, as well as his obligations as a deliverer, are indicated. Article 802.

Transport expedition agreement form If desired, you can put down special notes below, for example, any additional information about:

• values;
• safety of transported cargo;
• special method of transportation;
• environmental safety, etc.

Once completed, the form is signed by the forwarder himself or, alternatively, by his authorized representative. Forwarding receipt. File for download. Forwarding receipt Instructions for filling out the forwarding receipt form Article 803.

Forwarding receipt

Attention It should be noted that the forwarding receipt does not contain information about the cost of transportation and other related costs and parameters, but it necessarily includes information about the price of the transported inventory items.

How to draw up a forwarding receipt Today, a forwarding receipt does not have a strictly established template, so it can be drawn up in any form or based on a template developed within the enterprise (which must be approved in the company’s accounting policies).

Some organizations, in the old fashioned way, prefer to use the previously mandatory document form, since it contains all the necessary information. The full name of the individual entrepreneur is important, as well as the telephone number where he can be contacted. Field No. 6.

Here you must indicate the name of the state in which the goods to be transported were manufactured. Field No. 7. In the next column, the forwarder indicates the commodity code of the transported cargo, required for statistics and customs, as well as directly for transport needs.

Field No. 8.

The transported cargo is marked in accordance with the current legislation of Russia. Field No. 9. Next, you need to indicate the exact number of packages, as well as the specific type of packaging. Field No. 10. Information is entered on the net and gross weight of the cargo (that is, without packaging and with it).

Field No. 11. This field indicates the exact volume of the cargo. Field No. 12. Here the forwarder indicates the cost of the cargo (according to the payment documentation). Field No. 13. The dimensions and weight of an individual package are indicated. Field No. 14.

Forwarding receipt: sample filling

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467 Moscow, Moscow region St. Petersburg, Leningrad region Legal practiceIOUs Many companies need to deliver some materials or products to their destination, but not everyone has their own transport.

And when drawing up contracts relating to transportation, various inaccuracies and violations often arise. But first things first. Example of a forwarding receipt According to the transport expedition contract, the carrier’s responsibilities include performing the services specified in this document (at the expense of the sender or recipient of the cargo).

Forwarding receipt: how to fill it out + sample filling

Sample of drawing up a forwarding receipt

1. First, the date of writing the receipt is indicated (it must correspond directly to the date of receipt of the cargo).
2. Next, the document is assigned a number (according to the transport company’s internal document flow).
3. After this, information about the shipper is entered into the form:
   its full name,
4. exact actual address (to which the goods should be delivered),
5. telephone.
6. Then, information about the consignee is entered in the same way. Personal information about the forwarder may only include his last name and initials, but if necessary, his passport data can also be entered into the document.

• waybill;
• power of attorney.

But everything did not happen as originally planned - a certain part of the cargo was lost. The parties corresponded for some time to no avail, after which the recipient went to court. He demanded that the cost of the lost cargo be recovered from the forwarder, but he was never able to win the dispute, and not in any instance.

Source: //territoria-prava.ru/kak-pravilno-oformlyat-ekspeditorskuyu-raspisku-obrazets/

Who compiles and when

Clause 12 of the rules establishes the obligation to draw up a transfer document for the forwarder; the same clause establishes that the forwarding receipt is issued to the client as confirmation of the fact of cargo transportation. Handover is the moment when the goods pass into the possession of the forwarder, in which they remain until they are returned to the client or transferred to another person designated by the client.

It is important to distinguish a transfer paper from a waybill, including understanding whether a forwarding receipt is issued instead of a waybill. A consignment note is a document issued by the cargo carrier. This obligation is enshrined in paragraph 1 of Art. 8 of the Federal Law of November 8, 2007 No. 259-FZ. Thus, if the organizer hires a third party as a carrier, a TTN must be drawn up. The organizer has the right to transport the cargo independently, without involving third parties; in this case, transfer documents are sufficient for him, and registration of the consignment note is not mandatory. That is, speaking about whether the TN replaces the forwarding receipt, we state that no, these are two different documents.

Is it possible to track the cargo?

Another unique purpose of the receipt is the ability for the customer to track exactly where his cargo is located. To do this, you can use various services located on the Internet.

Tracking cargo using a forwarding receipt is considered a simple process, since it is enough to enter the document and cargo number, as well as the application number, in the selected service. Based on the information entered, the client will be able to understand exactly where his cargo is located, as well as how quickly the terms of the contract will be fulfilled by the forwarder.

What are the requirements?

The forms of documents listed in the rules, including the form of the forwarding receipt, were approved by Order of the Ministry of Transport of the Russian Federation dated February 11, 2008 No. 23. The same document approved the procedure for their execution. The following requirements apply to the document:

• the form is printed typographically on an A4 sheet, font No. 14;
• the name of the document is written in font No. 16, bold;
• it is allowed to fill out the form by machine or by hand with a blue or black pen; blots or corrections are not allowed in the document;
• drawn up in two copies: one is given to the client, the other remains with the forwarder;
• the document is signed by a representative of the company organizing the transportation; a stamp on the forwarding receipt is not required.

Procedure for compilation

During registration, the transportation organizer fills out the following fields of the form sequentially:

1. Date of issue.
2. Number.
3. Name or full name shipper.
4. Name or full name client. The customer and the shipper may be the same.
5. Name or full name company or individual entrepreneur providing forwarding services.
6. Country of origin of the product.
7. Product code.
8. Cargo marking.
9. Number of packages indicating the method of transportation, for example: in boxes, boxes, in bulk.
10. Gross/net cargo weight.
11. Cargo volume.
12. Cost - in accordance with payment documents, this is the cost of the cargo, the cost of the expedition itself is not indicated.
13. Dimensions and weight of each package.
14. Conditions for acceptance of cargo by the forwarder.
15. Additional information about the cargo that is required by the forwarder for the proper fulfillment of obligations.
16. Forwarder's signature with transcript.

Forwarding receipt sample 2021 free download standard

3. Shipper ________________________________________________________________________________________________

4. Client ________________________________________________________________________________________________

5. Forwarder ______________________________________________________________________________________________

6. Country of origin of the cargo ________________________________________________________________________________________________________

9. Number of pieces, type of packaging __________________________________________________________________________

13. Package size ________________________________________________________________________

14. Terms ________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

15. Special marks ________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

__________________________________________________________________________________________

16. Signature of the forwarder

__________________________________________________________________________________________

Example No. 2

FORWARDING RECEIPT

3. Consignor LLC "MKStroy", Omsk, st. Mirnaya, 17, office 3 tel.

4. Client LLC “Starikov and P” Pskov, st. Trudovaya, 78, office. 9, tel.

5. Forwarder Chuvashov S.T.

6. Country of origin of the cargo Russia

9. Number of pieces, type of packaging 2 pieces, cardboard box

13. Package size 50cm x 50cm x 50cm (square)

14. Conditions A fragile, breakable item that requires careful handling and proper precautions during transportation.

15. Special marks No

16. Signature of the forwarder Chuvashov

Chuvashov S.T.

Example No. 3

Forwarding note

3. Shipper PRIUS LLC__

4. Client LLC "Praktika"_

5. Forwarder Stanislav Fedorovich Lyadenko

6. Country of origin of the cargo: Russia

9. Number of pieces, type of packaging 12

13. Package size 1.25X0.89X2.10

14. Conditions Do not turn over

15. Special notes Maintain the integrity of the packaging

16. Signature of the forwarder

Source: //yuridicheskaya-konsultaciya-besplatno.ru/dokumenty/ekspeditorskaya-raspiska-obrazets-2021-skachat-besplatno-tipovoy-blank-primer-forma.html

What will happen if you don’t make up

Speaking about what will happen if you do not draw up the transfer paper, it is important to remember why you need a forwarding receipt. This is a document that protects the interests of both parties, without which the legal transfer of responsibility for the cargo from one party to the other will not take place, and subsequently the parties will not be able to present any claims to each other regarding the execution of the contract. At the same time, the legislator allows the execution of another paper instead of the established form, which would contain all the necessary information about the goods and the moment of its transfer to the forwarder. Provided that such paper is drawn up, the form is not mandatory.

Other nuances

The receipt is not a negotiable document, so the company's client does not have to return it to the freight forwarder after he has fulfilled his obligations under the existing agreement.

Errors in the document are not allowed, and corrections are not permitted. If the forwarder makes a mistake during the preparation of documentation, he simply needs to start drawing up the receipt again. Most of the fields in this document are intended to directly describe the cargo, making it easy to identify. This is necessary not only for the forwarder himself, but also for traffic inspectors who can stop the truck for inspection. They usually study the information contained in the invoices and forwarding receipts. The data in these documents must be identical.

Other forwarding documents include a warehouse receipt and an order generated directly for the forwarder. Based on these documents, the forwarder assumes the responsibility not only to transport the cargo, but also to protect it so that it remains intact during transportation. It is for these services that the specialist’s fee is intended.

If necessary, the contractor may involve third-party organizations to complete the task. Most often, carrier services are used for this.