Driver checklist before boarding to the UK – what to check for transit shipments

Forty tonnes of cargo, a delivery deadline and a queue at the Dover gate — this is not the moment to discover that the wrong trailer registration was entered in the GMR. This checklist was created so that drivers and dispatchers have a single, concrete document to review before every UK transit run with a T1 load.

Why preparation before boarding matters so much

RoRo ports in the UK — Dover, Eurotunnel/Folkestone, Holyhead — handle tens of thousands of vehicles per day. UK border systems (GVMS, CDS, NCTS) operate in real time and do not tolerate incomplete or incorrect data. A vehicle without a valid GMR or with an incorrect transit MRN will not be granted boarding permission — and will have to leave the queue.

The cost of an error: delayed delivery, an additional ferry or tunnel charge, potential contractual penalties with the consignee, and port parking costs.

Have questions about GMR or T1 transit? Contact us — we respond 24/7.

Checklist — stage 1: Before leaving the warehouse

It starts before you leave the depot — this is where mistakes can be caught most cheaply.

• [ ] Cargo documents assembled: CMR (consignment note), commercial invoice, packing list — originals or system printouts
• [ ] CMR data matches the customs declaration: goods description, gross weight, number of packages, sender and recipient details must be identical
• [ ] T1 transit MRN is active: the customs agent or dispatcher has confirmed that the transit procedure has been opened in NCTS and the MRN is valid
• [ ] TAD (Transit Accompanying Document) printed or available electronically: the TAD must accompany the consignment throughout the transit
• [ ] LRN number is known and recorded: the LRN (Local Reference Number) is the internal reference number — it will be useful if questions arise at the border
• [ ] Customs seal/lock loaded: if the goods require sealing, the seal is in place and its number has been entered on the CMR and in the declaration

Checklist — stage 2: GMR and vehicle data

This is the most critical stage — an error here results in a refused boarding.

• [ ] GMR (Goods Movement Reference) is ready: the carrier (ferry operator or Eurotunnel) has generated the GMR for your crossing
• [ ] GMR contains the MRN from the customs declaration: confirm with the dispatcher or customs agent that the T1 transit MRN has been added to the GMR
• [ ] Tractor registration in the GMR matches your tractor's registration: check via gov.uk/check-gmr or ask the carrier for confirmation. Even one letter difference means refusal
• [ ] Trailer registration in the GMR matches your trailer's registration: this is the most common error — swapping trailers en route without updating the GMR
• [ ] GMR has not expired: GMRs have a limited validity period. If the sailing time has changed, check that the GMR is still current
• [ ] GMR number is saved/accessible on your phone: at the port gate the system scans the GMR QR code or the number is entered manually

Responsibility table — who does what and what can go wrong

Stage	Action	Responsible party	Consequence of error
Opening T1	Submitting the declaration in NCTS and obtaining the MRN	Customs agent / declarant	No MRN → GMR incomplete → boarding refused
Creating GMR	Generating the GMR and attaching the MRN	Carrier (shipping operator)	No GMR → boarding refused
Vehicle data	Correct tractor and trailer registration numbers in the GMR	Carrier + haulier (verification)	Mismatch → GVMS system rejects the vehicle
TAD	Printing and carrying the TAD with the shipment	Driver / haulier	No TAD → stopped by customs control
CMR	Data consistency with the declaration	Sender / freight forwarder	Inconsistency → risk of inspection and delays
Customs seal	Fitting the seal and recording its number	Sender / customs agent	Missing or broken seal → physical inspection of goods

Checklist — stage 3: Vehicle and driver documents

• [ ] Driving licence: valid, correct category (CE for trucks with trailer)
• [ ] Registration documents for tractor and trailer: originals or legal copies
• [ ] Vehicle third-party liability insurance: valid for UK territory (Green Card or international insurance confirmation)
• [ ] Tachograph card: inserted and registered, tachograph functioning correctly
• [ ] CMR (consignment note): complete, signed by sender and carrier
• [ ] ECMT or bilateral permit (if required): check with the dispatcher whether the route requires a special permit

Checklist — stage 4: Sanitary and phytosanitary checks

Not every load requires a sanitary check, but if your trailer is carrying goods subject to SPS (Sanitary and Phytosanitary) regulations, the risk of being held up at the port is real.

• [ ] Check whether the goods require SPS inspection: this applies to products of animal origin, plants, food, and animal feed — confirm with the sender or customs agent
• [ ] CHED (Common Health Entry Document) is ready: the veterinary or phytosanitary document required when importing SPS goods into the UK
• [ ] The designated BCP (Border Control Post) is on the route plan: SPS inspections take place at BCPs — not all UK ports have BCPs for all categories of goods
• [ ] BCP opening hours match the planned arrival time: BCPs have defined operating hours — check in advance

Contact us to check whether your goods require an SPS inspection at the UK border

What to do when the GVMS system does not accept the GMR

Even with thorough preparation, the system may refuse. Here is what to do:

1. Do not enter the port zone if you know the GMR is incorrect — entry charges and the need to exit can be costly
2. Call the dispatcher and customs agent immediately — provide the error message displayed by the system
3. Contact the carrier (ferry or tunnel operator) — they manage the GMR and can correct it
4. Check the registration number — this is the most common reason for rejection by GVMS
5. Check that the MRN is attached to the GMR — the customs agent must have passed the MRN to the carrier
6. If the MRN has expired — the customs agent must submit a new declaration and obtain a new MRN

Remember: the carrier is responsible for the GMR; the customs agent is responsible for the declaration and MRN. The driver has no direct access to the GVMS system.