Consignment note template
A consignment note is the document that records the contract of carriage — the agreement between the shipper and the carrier about moving specific goods on specific terms.
That makes it more than a movement record. It is where liability is allocated, which is why it matters most when something is lost or damaged.
How it differs from a waybill
The distinction is emphasis rather than a hard line, and the terms overlap in ordinary use.
A waybill primarily records movement and receipt. A consignment note primarily records the terms on which the carrier accepted the goods — liability limits, declared value, special conditions — alongside the movement details.
In cross-border road freight the consignment note also serves as the document accompanying the goods for inspection, which is why its content is more prescribed than a domestic waybill's.
What it should record
- Consignment note number and date of issue.
- Shipper — name and address.
- Carrier — name, address, and vehicle where known.
- Consignee — name and delivery address.
- Place and date of taking over the goods, and the place designated for delivery.
- Goods description — nature, packaging, marks, number of packages, gross weight.
- Charges — carriage, and who pays them.
- Declared value and any special interest in delivery.
- Instructions for customs and other formalities where the goods cross a border.
- Statement of the terms of carriage applying.
- Signatures of shipper and carrier on taking over, and consignee on delivery.
Reservations at taking over
When the carrier accepts the goods, they should check the accuracy of the described number of packages, marks and apparent condition — and record any reservations where they cannot verify something or the packaging appears inadequate.
A carrier who signs without reservation is generally taken to have accepted the goods as described and in apparent good order. That presumption is difficult to displace afterwards, which is why the reservation field is the carrier's main protection.
Declared value and special interest
Carrier liability is usually limited by weight under the applicable terms, which for high-value goods can be far below their real worth.
Where the goods are worth substantially more than the standard limit, the shipper can declare a higher value or a special interest in delivery — normally for an additional charge — which raises the ceiling on recovery. If that is not done and goods are lost, the shipper bears the difference.
This is the single most consequential field on the document, and the one most often left blank.
Copies
Conventionally three originals: one for the shipper, one accompanying the goods, and one retained by the carrier. Each signed by both shipper and carrier at taking over.
For cross-border movement, keep the copy that travelled with the goods — it carries the delivery signature and any reservations noted en route, and that is the version a claim turns on.
How to use this template
- Open the free waybill generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What is a consignment note?
The document recording the contract of carriage between shipper and carrier — the terms on which specific goods were accepted for transport, alongside the movement details.
How is a consignment note different from a waybill?
A waybill primarily records movement and receipt. A consignment note primarily records the terms of carriage — liability limits, declared value, special conditions — as well as the movement.
What are reservations on a consignment note?
Notes the carrier makes at taking over where they cannot verify the described packages or where packaging appears inadequate. Signing without reservation is generally taken as accepting the goods as described.
Why does declared value matter so much?
Carrier liability is usually limited by weight, which for high-value goods can be far below their worth. Declaring a higher value or special interest raises the recovery ceiling — leaving it blank means the shipper bears the difference.
How many copies of a consignment note are issued?
Conventionally three originals — shipper, accompanying the goods, and carrier — each signed at taking over. The copy that travelled with the goods carries the delivery signature and any reservations.