The shipping document is the paper (or electronic copy) that tells everyone what is in the load. In an accident, it is the first thing that responders ask the driver for.
Who prepares it, who must have it
- Before a carrier takes the goods, the consignor must prepare and give the carrier a shipping document (section 3.1). An electronic copy is allowed if the carrier agrees.
- The carrier must not take possession of dangerous goods unless it has the shipping document (section 3.2).
- When goods pass from one carrier to another, the shipping document goes with them. When the goods are delivered to a person who is not a carrier, the carrier gives that person a document that identifies the goods.
What the document must say
The main information required by section 3.5 is:
- the consignor's name and address of the place of business in Canada,
- the date the document was prepared or first given to a carrier,
- for each product, in this order: the UN number, the shipping name, the primary class, any subsidiary class in parentheses and the packing group,
- the quantity and the unit of measure,
- the number of small means of containment that need a label, for each shipping name,
- an ERAP reference number and ERAP telephone number when an ERAP is required,
- a 24-hour telephone number for the consignor (or an agency such as CANUTEC if it has given written permission), answered by someone who can give technical information about the goods without breaking the telephone connection.
Special words are needed in some cases, for example WASTE before the shipping name when the goods are waste, and HOT for goods moved at high temperatures.
Example line: UN1789, HYDROCHLORIC ACID, 8, PG II, 80 L (with the number of labelled containers, here 4).
The consignor's declaration
After the product details the shipping document must carry the consignor's declaration (section 3.6.1). It states that the goods are fully and accurately described by their proper shipping names, are properly classified and packaged, have the dangerous goods marks properly displayed, and are in proper condition for transport. It must be made by an individual, the consignor or someone acting on the consignor's behalf, and it must set out that individual's name.
Language and clarity
The information must be easy to identify, legible, in indelible print and in English or French (section 3.4). If the dangerous goods appear on the same document as other goods, the dangerous goods must be:
- listed first, under a heading such as "Dangerous Goods", or
- printed or highlighted in a contrasting colour, or
- marked with an "X" in a column headed "DG" next to the UN number.
Where the driver keeps it
Section 3.7 is for road vehicles. The driver must keep the shipping document:
- Within reach or in a pocket mounted on the driver's door while in the driver's seat,
- When out of the cab, in the door pocket, on the driver's seat, or in another place that is clearly visible to anyone entering through the driver's door.
If dangerous goods are left in an unsupervised area, for example a trailer parked and unhooked, the shipping document must be placed in a waterproof receptacle securely attached on or near the goods in an easy-to-find place (section 3.10).
Changes during the trip
If the quantity of goods or the number of labelled containers changes during transport (for example, some are delivered), the carrier must write the change on the shipping document or on a document attached to it.
Mixed loads and exemptions
Some small shipments are exempt from the document rules. Those exemptions are covered later in this course. Do not assume a load is exempt; check the conditions every time.
Records
A consignor must be able to produce a copy of each shipping document for two years, and each carrier for two years after the goods are no longer in transport. An inspector's written request must be answered within 15 days (section 3.11).
Key points to remember
- The consignor prepares the document; the carrier must have it before taking the goods.
- Order of description: UN number, shipping name, class, (subsidiary class), packing group.
- It must include a 24-hour number, be in English or French, and stay in the driver's reach or in the door pocket.