MODULE 8 || Documentation For Dangerous Goods Being Transported By Air
Shipper’s Responsibility
Having classified, packed, marked and labelled the dangerous goods consignment, the Shipper must then prepare the required documentation before presenting it to the Operator for acceptance.
There are two forms that must be completed in a very specific manner in accordance with the IATA DGR. These forms are:
There are, however, two exceptions to this rule. A Shipper’s Declaration is not required for the following:
- Dangerous Goods in Excepted Quantities
- Diagnostic Specimens utilising Packaging Instruction 650.
Shipper’s Declaration
The Shipper or "contracted agent" (See Terminology) are the only people who can complete and sign a Shipper’s Declaration. The Declaration must be always be completed in English.
General Principles for Completion of Declaration Form
- The Shipper must complete and sign two Shipper’s Declarations (one may be a carbon copy). Both of these original signed Declarations must travel with the package to the accepting Operator. The accepting Operator will retain one original signed copy. The other will travel with the package to its destination. (If the package is transhipped, a photocopy of the original Shipper's Declaration is acceptable to be held on file by the transhipping Operator).
- The Shipper should keep a copy of the Shipper’s Declaration as a record.
- All dangerous good documentation must be kept on file for a minimum of three months.
- All fields in the Shipper's Declaration must be completed and signed by the person responsible for all aspects of the shipment to its final destination.
- The Operator’s staff is not permitted to complete, amend, or sign a Shipper's Declaration. However, they are required to ensure that it is correct by using an acceptance checklist.
- An Operator will not accept a Shipper’s Declaration form that has been altered or amended unless the amendment has the Shipper’s signature beside it. The signature must be the same as the signature at the bottom of the Declaration.
Completing a Shipper’s Declaration for dangerous goods
It is mandatory to document the following within the Additional Handling Information box:
- Shipper: Enter the full name and address of the Shipper.
- Consignee: Enter the full name and address of the consignee.
- Air Waybill Number: Enter the appropriate Air Waybill number for the shipment. In some cases the Shipper may need to leave this area blank. This is one of only three areas that can be completed by the freight forwarder or Operator. Points (5,6 and 7 below) are the only other sections permitted to be completed by persons other than the shipper.
- Page X of Y: Enter the appropriate page number and total number of pages of the Shipper's Declaration.
- Aircraft limitation: Cross out the limitation which does not apply. There are only two options to choose from: CARGO AIRCRAFT ONLY or PASSENGER AND CARGO AIRCRAFT.
- Airport of departure: Enter the full name of the airport or city of departure. You must use the full name of the airport or city of departure. Abbreviations are not permitted. This is one of only three areas that may be entered or amended by the freight forwarder or Operator.
- Airport of destination: Enter the full name of the airport or city of destination. Again, an abbreviation of the airport of destination is not permitted.
- Shipment type: There are only two choices of shipment type: Radioactive or Non-radioactive. Cross out whichever does not apply.
- UN number: Enter the UN Number for the Proper Shipping Name, preceded by the letters UN, i.e. UN 0432.
- Proper shipping name: Enter the proper shipping name and technical name in brackets if required. Only the bold print listed in the List of Dangerous Goods (blue pages) forms the proper shipping name.
- Class or division and sub-hazard (if applicable) in parenthesis: Enter the class or division of the substance being transported. If substance has a subsidiary hazard, this is to be shown in parenthesis ( ) below the primary hazard.
- Packing Group: Enter the applicable packing group documented.
- Quantity and type of packing: Enter the number of packages, the type of package and the amount of substance contained within each package. e.g. 1 x fibreboard box, 25 kg.
- Packing Instruction: Enter the packing instruction selected for transporting the particular dangerous good corresponding with the Proper Shipping Name within the Blue Pages.
- Authorisation: The Shipper may be required to obtain approval for certain types of dangerous goods. Copies of such approvals need to accompany the dangerous good paperwork. You are required to make reference to these authorizations/approvals in the Authorisation column.
- Additional Handling Information: The Shipper would add any additional information that they believe is required to transport the dangerous good safely in this column.
- Infectious substances – Write the name and 24 hour telephone number of a responsible person in case of an emergency / incident, and
- Self-reactive substances of division 4.1 and 5.2 with special provision A20 are required to document the statement “Must be protected from direct sunlight and stored in a cool well ventilated area away from all sources of sunlight”.
- Name/Title of Signatory: Document both your name and work title in full.
- Place and Date: Document the city/township where you are based and the date which you completed the Declaration form.
- Signature: the person who completes the Shipper's Declaration must sign this area.
Note:
The Shipper’s Declaration is a legal document. The person signing the Shipper’s Declaration takes full responsibility that they have prepared and accurately described the shipment in compliance with the IATA DGR.
The following is an example of a completed Shipper’s Declaration Form when sending:
5 litres of UN1170 ethanol
Packaging group lll
All packaged in one fibre board box utilising package instruction 355
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