DDT or transport document for express courier shipments

The DDT (transport document) in shipments

One of the most important procedures for companies is the DDT or transport document. This document is required in shipments without an accompanying invoice. The seller must produce the waybill before handing the shipment over to the carrier.

This document replaces the delivery note and certifies the exchange of goods between the sender and the consignee. The functions of the express courier DDT are manifold:

• helps the client examine the content of the parcel shipment;
• allows the seller to verify the contents of the shipment before handing it over to the express courier;
• the seller keeps it as a receipt of delivery. The recipient must sign a copy of the DDT and return it to the sender.

Data to be entered on the transport document

There is no single model transport document for your shipments. However, there are some indispensable data to be included on the TD. Some are not compulsory, but we advise you to include them all:

• sequential number of the transport document;
• offer or order confirmation code relating to shipment
• personal data of the seller and the buyer;
• description of the articles or services exchanged;
• quantity being sold for each article or service;
• details of the express courier carrying out the transport;
• total number of packages and weight;
• date of dispatch of the goods, which may or may not coincide with the date on which the TD was drawn up.

Transport document details

Generally, the transport document does not indicate the prices of the articles or services supplied. In this sense, the transport document is different from a tax invoice and does not replace it.

Otherwise, the accompanying invoice may replace the TD. This is, to all intents and purposes, an immediate invoice issued at the time of dispatch. Accordingly, it must contain all data relating to the transport of the goods sold, including prices.

The accompanying invoice

If you send or receive the TD from an express courier, you must keep the document for at least 10 years. It is not necessary to send this document in paper format. In fact, you can also deliver it by e-mail.

If you decide to physically enclose it with the shipment, you must send two copies. The first will remain with the buyer, while the second will be returned to the sender, signed by the buyer.

When to sign the transport document with reservation

When you receive a shipment from the express courier, you always have the right to sign the transport document with reservation. This does not always mean that signing with reservation is equivalent to receiving a refund.

Let's look at the cases in which the DDT must be signed with reservation.

Parcel with visible damage

Sign with reservation if the courier delivers you a parcel with damage visible from the outside. This way, you can check the integrity of the contents of the shipment and possibly request a refund. If the parcel is wet, swollen, appears unopened or unsealed, it is best to sign with reserve.

Alternatively, you may refuse to accept delivery. You must, however, specify the reasons for this on the transport document.

Parcel with non-visible damage

In this case, it is possible to accept the delivery subject to verification, specifying the reason on the TD. Recourse against the transport company may, however, be more difficult in this case.

Finally, it is important to sign the transport document correctly with a reservation. Notifying the reservation is not enough. In fact, you must specify the reason for it. Therefore, you must add a short sentence to the wording describing the condition or visible damage of the parcel.