RoRo (roll-on/roll-off) shipping is an efficient method of transporting vehicles and heavy cargo internationally. However, accurate and complete documentation is essential to ensure that the shipment runs smoothly. Incomplete or incorrect documents can not only cause delays, but also considerable additional costs. To avoid this, exporters and importers should find out about the necessary documents in advance.

Why are documents so important for RoRo shipments?

International transport is subject to strict regulations that require proper documentation. Without the correct documents, a shipment cannot be processed or there will be considerable delays. Customs authorities, shipping companies and insurance companies require clear and detailed information to ensure the safety and legality of the transport.

Frequent challenges with incomplete or incorrect documents

• Delays at customs: If an important document is missing or information is incorrect, the cargo can be stopped.
• Additional costs: Subsequent corrections or express delivery of documents are costly.
• Risk of false declarations: Unclear, incorrect or incomplete information can lead to problems with the authorities and even result in penalties.

Basic documents for a successful RoRo shipment

Bill of Lading (consignment note): The centrepiece of every shipment

The Bill of Lading (B/L) is the most important document for RoRo shipping. It serves as a contract of carriage, proof of ownership and confirmation of receipt for the cargo. The B/L contains details such as sender, recipient, port of loading, port of destination, ship data and a description of the transported vehicles or machines.

Commercial invoice and packing list: Why these documents are essential for customs clearance

The commercial invoice contains information about the value of the goods, the seller and the buyer. The packing list specifies the number and type of vehicles or machines loaded. Both documents are essential for customs clearance.

Certificate of origin: when and why it is needed

A certificate of origin proves in which country the goods were manufactured. Certain countries require this document in order to correctly apply import duties or trade regulations.

Vehicle documents: Registration papers, proof of ownership and technical specifications

When transporting vehicles, registration papers, vehicle documents and proof of ownership must be presented. Some destination countries also require a detailed technical specification.

Insurance securities: protection against unforeseen risks

Transport insurance covers possible damage or loss. Proof of insurance is often a required document for RoRo shipments.

Special requirements depending on the country of destination

Which countries require additional documents and why

Some countries have special regulations for the import of vehicles or heavy machinery. These often include environmental certificates or technical inspection certificates.

Customs regulations in the most important RoRo target markets

• USA: Environmental Protection Agency (EPA) and Department of Transportation (DOT) permits may be required.
• EU: Harmonised customs procedures facilitate imports within the Union, but there are still specific national requirements.
• Africa: Countries such as Nigeria or Kenya often require a pre-shipment inspection (PSI) and / or waiver.
• Asia: Japan and China have strict emission and safety requirements for imported vehicles.
• Australia: Strict seasonal regulations apply with regard to cleaning and fumigation of the goods.

Special regulations for the import of used vehicles

Used vehicles are often subject to stricter rules than new vehicles, particularly with regard to environmental and safety standards. Some countries set age limits or require special certificates.

Tips for preparing and submitting documents

Which documents are required as originals and which as copies

Many documents, such as the bill of lading or the certificate of origin, must be in the original. Others, such as commercial invoices, may be sufficient as (notarised) copies.

Notarisations and translations: When are they required?

Some countries require certified translations of documents into the local language. This is often necessary for Arabic or Asian countries in particular.

Common mistakes when submitting documents and how to avoid them

• Incorrectly completed documents: Transposed figures or missing information can cause major problems.
• Missing notarisations: Some documents must be certified by a chamber of commerce or embassy.
• Insufficient copies: If originals are lost, certified copies should always be available.

Digital vs. physical documents: Which are accepted?

Some shipping companies and customs authorities already accept digital documents, while others still require physical papers. Early clarification with the authorities involved helps to avoid misunderstandings.

Conclusion: Well prepared for smooth RoRo shipping

Checklist for complete documentation

A precise checklist helps to provide all the required documents in good time. This includes

• Bill of Lading
• Commercial invoice and packing list
• Certificate of origin
• Vehicle documents
• Insurance policy

Why early preparation avoids delays

If you take care of all the documents in good time, you minimise the risk of delays and unnecessary additional costs.

Support from haulage companies and experts for stress-free handling

Experienced freight forwarders know the exact requirements and can professionally accompany the entire documentation process to ensure a smooth RoRo shipment.

FAQ - Frequently asked questions about RoRo shipping

Which documents are mandatory for RoRo shipping?

The most important documents are the bill of lading, the commercial invoice, the packing list, the certificate of origin, vehicle documents and transport insurance.

Do I need to have my documents notarised?

This depends on the country of destination. Some countries require notarised or translated documents.

Can I submit my documents digitally?

Some customs authorities and shipping companies accept digital documents, but in many cases physical copies are still required.

What happens if documents are missing or incorrect?

Missing or incorrect documents can lead to delays, additional costs or even rejection of the load.