Goods before and after road transport: a photo checklist for packaging, marks and seals

Photographs of goods in road transport are most useful when they follow a consistent method. A few random close-ups may show that damage exists, but they often do not explain which pallet or package is affected, how the packaging looked earlier, or whether an image was taken before collection or at delivery. For an international transport matter handled in Serbia, a comparable sequence helps create a factual timeline. It does not determine the cause, liability, insurance coverage or amount on its own.

Create a reference sequence before collection

When you are authorised to take photographs and the situation is safe, begin with the complete loading unit before moving to details. The aim is to show the arrangement, the visible number of pallets or packages, the type of outer packaging and the relationship between each detail and the whole. Do not open closed packaging, climb onto cargo or move goods just to improve a picture. If one side is inaccessible, record that limitation rather than creating the impression that it was inspected.

• Photograph the vehicle or loading unit and the overall cargo arrangement from a safe distance.
• Take an overview of every accessible side of each pallet, crate, package or other handling unit.
• Record readable marks, package numbers and labels that connect the photograph to the consignment.
• Photograph seals and their identifiers without touching, breaking or repositioning them.
• Add details of the visible packaging condition, including corners, joins, wrapping and straps.

Repeat the same order at delivery

Comparison is easier when approximately the same angles and distances are repeated at delivery. Start with the condition as found and before opening, then record each change made during an authorised inspection. Do not remove wrapping, open a package or break a seal only to obtain a photograph. If goods need urgent protection from further deterioration, the safety of people and cargo comes first; where possible, record the situation before and after the protective measure.

Separate packaging condition from goods condition

Damaged packaging does not automatically explain the condition of the contents, just as an intact exterior does not rule out an internal issue. Keep separate sequences for outer packaging, internal protection and the goods themselves, but only within the permitted inspection. Use factual descriptions such as “dent at the upper-right corner”, “torn stretch film”, “visible moisture mark” or “shifted internal divider”. Avoid conclusions about who caused a change or exactly when it occurred unless that information is directly known.

Marks, quantities and seals require precision

A photograph of a mark should be readable and accompanied by a wider picture showing the unit to which it belongs. With many packages, follow a consistent order and internal reference so that the same unit is not accidentally counted twice. If a label number differs from an internal list, record both values without changing the original label. For a seal, photograph the identifier and its position. The image alone does not establish its earlier history or explain why a change may have occurred.

Record technical data only when relevant

Temperature-sensitive or specially monitored goods may use displays, data loggers or other technical records. A photograph of a screen can show the displayed value at that moment, but it does not replace the device’s full report or confirm that the device is operating correctly. When photography is permitted, include the complete device, its identifier, the displayed unit of measurement and its connection to the relevant consignment. Do not change settings or interrupt operation for documentation purposes.

Connect images with transport records

A consistent file name can include the date, internal consignment reference, pallet or package and image sequence number. Keep originals separate from copies with arrows or notes. Create an index linking each photograph to the CMR consignment note, packing list, receipt record or internal checklist without altering the source documents. This reduces the risk of an image being read outside its context and allows a later reviewer to follow the sequence of events.

Protect commercial and personal information

Labels may contain a customer name, address, product code, value or other confidential information. Take photographs only with appropriate authority, store them in an access-controlled location and do not publish them publicly. For wider sharing, prepare a separate copy with information removed when the recipient does not need it. Retain the original in the protected record because an extensively edited copy may lose useful context.

What this checklist cannot decide

A photo checklist makes documentation more consistent, but it does not interpret contracts, time requirements, reservations, insurance coverage or the responsibility of participants. A specific matter requires review of transport and commercial documents, policies, the chronology and available professional findings. The photographer’s most useful contribution is an accurate, complete and neutral record of what could be seen safely.

Official sources and further reading

• UNECE — CMR Convention
• UNECE — Executive Guide on e-CMR