Knowledge · 7 min read
Jakub Wujec
Carrier documents checklist before the first load
Request company registration proof, transport licence evidence, VAT ID, cargo insurance, and signed carrier terms. Then verify each item in the official register on booking day, not only on the PDF they emailed. A clean scan does not replace KRS, KREPTD, VIES, or UFG status today.
Key checks before you assign the load
- Ask for documents that match the legal name on the invoice.
- Verify licence and VAT in government registers, not only on attachments.
- Insurance PDF must name the carrier you contract with.
- Keep register printouts with a date stamp in the load file.
- Domain and email checks complement paper, they do not replace registers.
- File who approved exceptions when a risk signal was cleared.
Documents to request from a new carrier
Company existence alone is not carrier verification. A company can exist and still need deeper checks before you assign a load.
Use this carrier documents checklist on every first booking, including subcontractors presented by a broker you already know.
- Company registration extract or confirmation of legal form and status.
- Transport licence copy plus permission to check KREPTD, ARR, or local register.
- VAT certificate or invoice header with VAT ID you will validate in VIES.
- Cargo or CMR insurance policy with policy holder, cover period, and limits.
- Carrier agreement or terms of carriage signed for your lane.
- Bank details on company letterhead when your finance team requires them.
Verify each document against official sources
| Check | Why it matters | Possible risk signal |
|---|---|---|
| Register extract | Confirms the entity on the contract can haul today. | PDF from email shows active status but KRS or CEIDG shows liquidation. |
| Transport licence paper | Licence scope must fit your route and vehicle type. | Scan shows community licence but register shows suspension or expiry. |
| VAT document | Tax ID on invoice must match an active VIES record. | Certificate dated last year while VIES is inactive today. |
| Insurance policy | Cover must exist when the truck rolls. | Policy holder is a different sp. z o.o. or expired last month. |
| Email and domain | Contact channel should fit company age and register address. | Documents on letterhead but outreach comes from freemail or a new domain. |
What to document before assigning the load
Store both what they sent and what you verified in registers. Claims and audits ask for the second set.
- Register extract or screenshot with date stamp.
- Transport licence status from the official register, not only a PDF from email.
- VIES or local VAT printout tied to the invoice name.
- Insurance confirmation with policy holder and expiry date.
- Who approved the carrier, when, and on which lane.
- Any follow-up call notes if a risk signal was cleared manually.
Red flags and common mistakes
Only PDFs, no register check
Scans are easy to reuse. Always read the official portal on booking day.
Insurance from a related company
Policy holder must be your carrier. Sister company cover is a risk signal until updated.
Licence copy without register line for community scope
International lanes need community licence or equivalent scope in the national register.
Missing signed terms because the lane was urgent
Paperwork lag is common on hot loads. Still file what you have and note what is pending.
How Certica supports the carrier documents checklist
Certica automatically collects and analyses carrier verification data, detects risk signals, and supports your decision before a load is assigned.
Certica fetches register, licence, VAT, insurance when plates are provided, and domain data in one pass. You still collect contracts and any extra PDFs your process needs, but official status comes from live sources.
- Register sets per country: PL, RO, SK, LT, LV, BG, CZ, EE, FR.
- Risk signals show what needs review before pickup.
- PDF report bundles extracts for the carrier file.
Official sources
- EU VIES VAT validation (European Commission)
- Polish National Court Register (KRS)
- Polish CEIDG sole trader register
- Polish KREPTD transport register (GITD)
- Polish court filings register (RAR)
- Romanian ANAF VAT payer register
- Romanian ONRC insolvency bulletin (BPI)
- Romanian road transport licences (ARR)
- Romanian RCA insurance database (AIDA)
- Czech ARES business register
- Bulgarian Road Transport Agency (RTA)
- Latvian open government data portal
FAQ
Do I need every document before the first load?
Minimum: register, licence, VAT, and contact verified on booking day. Insurance when plates or policy require it. Signed terms per your company rules.
Is a carrier packet from a load board enough?
Treat it as a starting point. Re-run register and licence checks yourself. Packet data goes stale quickly.
What if the carrier refuses to share insurance?
That is a risk signal. Without cover confirmation or a plate-based register hit, do not release high-value cargo details.
Which registers does Certica read?
Today we cover Poland, Romania, Slovakia, Lithuania, Bulgaria, Czechia, Estonia, Latvia, and France. Each country has different registers. See Documentation for the current list per country.
Related pages
Certica
Run the same checks automatically
Certica collects registry, VAT, licence, insurance, and domain data in one run, applies risk rules, and saves a PDF audit trail before you assign the load.
No card required. Results usually return in seconds to a few minutes, depending on registry availability.