Customer guide: What a clear and legal transport contract should contain

In a dynamic field such as road freight transport, the collaboration between customer and carrier must be based on trust, transparency and... a solid contract.

Whether it's a one-off delivery or a long-term collaboration, the transport contract is the document that governs the rights and obligations of both parties and prevents disputes, delays or financial losses.

A well-drafted transport contract provides legal protection, clarity and efficiency in logistics operations. In this article, we take you step-by-step through what a clear, legal transport contract should contain , tailored to your needs, whatever your industry.

What is a transport contract?

The transport contract is a written agreement between two parties:

• consignor (customer) - the legal or natural person requesting delivery of the goods,
• the carrier - the company or authorized person who undertakes to carry the goods for remuneration.

This transport contract sets out in clear terms:

• who is responsible for each stage of delivery,
• under what conditions the transportation takes place,
• what happens in case of delays, damage or other unforeseen events.

Why is the transport contract important?

✅ Protects your cargo and commercial interests
✅ Clarifies responsibilities - avoiding misinterpretation
✅ Is the legal basis in case of dispute or damage
✅ Is required by authorities or external partners
✅ Increases trust between customer and carrier

Without a clear contract, you expose yourself to risks - from loss of goods, to delays that affect your business or unjustified refusals to pay.

What should a full transport contract contain?

Here are the key elements of a professional transport contract:

1. Identifying data of the parties

The contract must include clear information about:

• the full name of the firms,
• registered office,
• tax code (CUI),
• the legal representative,
• registration number (for the carrier),
• contact details (phone, e-mail).

This way, in the event of a dispute or control, both parties can be clearly identified.

2. Subject matter of the contract

It is essential to be clear:

• nature of service: "international/international road haulage",
• type of goods: general, ADR, perishable, agabari etc.,
• special conditions (e.g. controlled temperature, delicate handling),
• how packaging or palletizing.

3. Place of loading and place of unloading

The exact addresses of the loading and delivery points, together with:

• contact persons in each location,
• agreed time intervals,
• access conditions, if any (restrictions, ramp, special access).

4. Details of the goods transported

The contract must state:

• total weight,
• volume,
• number of pallets or packages,
• the declared value of the goods (for insurance purposes),
• special handling or storage instructions.

5. Contract duration and time limits

It can be:

• one-off contract, for a single delivery;
• framework contract, valid for a fixed period, for several transport operations.

It needs to be made clear:

• the exact date or period within which the transportation must be carried out,
• maximum delivery time,
• penalties for late payment (if agreed).

6. Price and payment conditions

One of the most sensitive points of the contract. It should be mentioned:

• rate per transport / per kilometer / per tonne (as applicable),
• payment currency,
• payment term (e.g. 15, 30, 60 days after the invoice is issued),
• whether the fare includes road, ferry, insurance etc.,
• penalties for late payment.

It is also recommended to mention:

• the carrier's bank account,
• invoicing method (electronic, physical, delivery, etc.).

7. Goods insurance

The contract must specify:

• if the goods are insured for the entire duration of transportation,
• who is responsible for insurance: the customer or the carrier,
• the maximum amount covered by the CMR policy,
• procedure in case of damage or partial loss.

It's essential to know that the CMR policy only covers a maximum of 8.33 DST/kg - so if the goods are of high value, additional insurance is recommended.

8. Parties' liability

This section should cover:

• who is liable for damage to the goods,
• who is liable in case of force majeure,
• what happens if the goods cannot be delivered due to the customer's fault,
• what happens if your vehicle is involved in an accident.

It is good to have a limitation of liability clause in line with the CMR Convention.

9. Penalties and termination clauses

A correct transportation contract must state:

• penalties for late delivery or late collection,
• penalties for refusal of the order without good reason,
• the conditions under which the contract may be canceled or suspended,
• early termination notices and deadlines.

Practical tips for customers

✔️ Do not work without a contract, not even "on trust"

Even with old or recommended carriers, it's important to have a written transport contract. Problems most often arise precisely where 'nothing was signed'.

✔️ Always ask for proof of transport license

A contract signed with an unlicensed firm may be considered void and your goods are not legally protected in the event of an incident.

✔️ Includes clear clauses for special cases

If the goods are sensitive, if you are bound to a fixed deadline or if you have special requirements (e.g. return of pallets, delivery on notice), all these details should be mentioned in the contract.

✔️ Make sure the payment deadline is realistic

If you need longer payment periods, discuss this openly. Repeated delays can lead to conflict and deadlock.

✔️ Keep a clear record of contracts and orders

Whether you work with 1 or 10 carriers, you need traceability. Contracts, invoices, CMRs and any order changes need to be kept and filed correctly.

A clear, legal and well-structured transport contract is a guarantee for the smooth running of your logistics business. It is not just a formality, but an essential tool which:

• protects the goods,
• ensure delivery deadlines,
• clarifies responsibilities,
• and provides a solid basis for reliable collaborations.

The Crystal Logistics Serviceswe work exclusively on the basis of transparent contracts, tailored to each client and type of transportation. We offer legal support, personalized advice and stable partnerships.

📩 If you want to work with a serious carrier, with clear documentation and efficient processes, contact us and we will provide you with a model transport contract tailored to your needs.