Transport Order Template (+ Freight Forwarding Order)

Download directly: This page provides a free transport-order form and freight-forwarding order template, each as a PDF and editable Word file, with no registration.

The transport order – German: Transportauftrag – turns a transport enquiry into a binding contract: who carries what, when, from where to where – and at what price. These free templates cover both cases: the transport or freight order to the carrier and the forwarding order to the forwarder.

Transport order or freight forwarding order – what is the difference?

The transport order creates a freight contract (§ 407 HGB): the carrier moves the goods itself and is liable for the carriage. The freight forwarding order creates a forwarding contract (§ 453 HGB): the forwarder arranges the shipment – organising the transport, selecting carriers, and concluding the necessary contracts, without necessarily driving itself. In short: whoever drives gets a transport order; whoever organises gets a forwarding order.

What belongs in a binding order?

So that nothing is disputed later, these details go in – both templates have dedicated fields for each:

• Client and contractor with contact persons
• Loading point and unloading point with time windows
• Goods: description, quantity, weight, dimensions, packaging
• Price (fixed price or basis of calculation) and payment terms
• Pallet exchange arrangement
• Special instructions: dangerous goods, notification, required equipment (e.g. tail lift)

How do order, consignment note, and delivery note relate?

The order creates the contract – before the trip. The takeover at the sender is recorded on the collection note. The consignment note accompanies the shipment and serves as evidence en route. At handover, the recipient signs the delivery note or proof of delivery. Four documents, four jobs: commission, take over, accompany, acknowledge.

Damage in transit: holding the carrier liable

If goods arrive damaged, the deadline is what counts: externally visible damage must be notified at delivery, concealed damage within seven days (§ 438 HGB). To formally hold the carrier or forwarder liable, there is a dedicated liability notice template – with a pre-drafted declaration and enclosure checklist.

PDF template or booking online?

For regular partners with a framework agreement, the template works well. Its limits show in day-to-day business: the order is emailed back and forth as a PDF, the price negotiated by phone, the status chased by phone. For individual transports, Maxmove lets you book a transport online with an instant price – no PDF ping-pong at all. Courier companies and forwarders can manage recurring orders, drivers, routes, and proof of delivery in the Maxmove transport management software.