Transport Order Template (+ Freight Forwarding Order)

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 order to the carrier and the freight 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 consignment note accompanies the shipment and serves as evidence en route. At handover, the recipient signs the delivery note or proof of delivery. Three documents, three jobs: commission, accompany, acknowledge.

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.

Frequently asked questions

Is a verbal transport order valid? Yes, the freight contract is not bound to any form – concluded by phone, it is still effective. But in a dispute it is nearly impossible to prove what was agreed. Written form protects both sides.

What about cancellation at short notice? The sender can terminate the contract at any time (§ 415 HGB). The carrier may then claim either the agreed freight minus saved expenses – or a flat one third of the freight, the so-called Fautfracht (dead freight).

How does the transport order differ from the consignment note? The order is the contract, the consignment note the document accompanying the shipment. The consignment note does not replace the order – it documents its execution.

Do I need my own terms or the ADSp? The German freight forwarders' standard terms (ADSp) only apply if agreed. For regular orders it is worth explicitly incorporating them – or your own terms – into the order.