Entering the transport industry as a carrier often means having to find freight orders independently, which can be both time-consuming and demanding. To avoid this, many entrepreneurs choose to cooperate with a freight forwarding company. Starting such cooperation as a subcontracted carrier requires the right authorisations and documentation. A road transport licence and a Certificate of Professional Competence are only some of the documents needed to operate legally and effectively.

Transport documentation — where should you start?

To carry out domestic and international transport operations in cooperation with a freight forwarding company, several formal requirements must be met. The first step is registering a business. Most carriers choose a sole proprietorship, taking advantage of the option to register online through CEIDG, the Polish Central Register and Information on Business.

During the registration process, it is necessary to select the appropriate PKD codes, which define the scope of the future business activity, choose the form of taxation, register the company with ZUS and decide on VAT payer status. Opening a business bank account is also required to complete the process. Finally, it is worth making sure that the data entered in the registration form is consistent with future applications for a carrier licence. Any inconsistencies may extend administrative procedures.

Carrier licence — how to obtain it?

Once the business has been registered, the next step is obtaining a road transport licence. Its scope depends mainly on the geographical range of the planned services. For international routes, a Community licence is required, allowing transport operations within the European Union.

Before applying for a Community licence, however, you need an authorisation to pursue the occupation of road transport operator. The application should be submitted to the district office or to the city office in a city with district rights.

To obtain authorisation to pursue the occupation of road transport operator, the following conditions must be met:

• good repute — no penalties for serious road transport infringements or final convictions for relevant offences,
• appropriate financial standing — capital of EUR 9,000 for the first vehicle and EUR 5,000 for each additional vehicle with a maximum permissible weight exceeding 3.5 tonnes,
• professional competence, confirmed by a CPC certificate,
• an effective and stable establishment in one of the EU Member States.

Transport documents and insurance

Starting work as a subcontracted carrier requires not only the right authorisations, but also a roadworthy vehicle that meets all technical standards. The vehicle must also be properly insured to protect the transport company against random events or unexpected situations on the road. Third-party motor liability insurance is another mandatory document. It covers liability for damage caused to third parties in road traffic.

To protect the company against claims from business partners, it is worth taking out carrier liability insurance. This insurance covers the carrier’s liability for entrusted goods in the event of damage, destruction or loss. Although carrier liability insurance is not always a formal legal requirement, most freight forwarding companies require their subcontractors to have such a policy.

Another type of insurance is comprehensive vehicle insurance, which protects the vehicle in the event of a collision, theft or damage caused independently of the driver. Driver accident insurance provides protection in the event of permanent injury or death resulting from an accident. Cargo insurance is also worth mentioning, as it offers additional protection for the transported goods.

Transport documentation and equipment standards

That is still not the end of the requirements. The vehicle used by a subcontracted carrier must meet a number of standards. Some result directly from legal regulations, while others are required by freight forwarders. What kind of standards are we talking about?

Let’s start with the basics. The vehicle set must be registered and approved for road traffic. It should have valid technical inspections and meet tachograph requirements. The vehicle must also be equipped with mandatory items such as a fire extinguisher, warning triangle, first aid kit and other required safety equipment.

What do freight forwarding companies usually expect? In some cases, cooperation may require a specific type of trailer, such as a mega trailer, curtain-sided trailer or refrigerated trailer. In many cases, the year of manufacture of the vehicle and the efficiency of the cargo securing system are also important. Freight forwarders may also pay attention to the set of transport belts, corner protectors and anti-slip mats.

Transport documents and freight forwarding company requirements

What does the required transport documentation look like from the perspective of freight forwarding companies? Requirements vary, but in most cases, a subcontracted carrier must provide company registration documents, including CEIDG registration, confirmation of VAT payer status and tax identification numbers such as NIP and REGON.

The basis for cooperation with a freight forwarder consists of transport authorisations, including a permit to carry goods and a Community licence. A subcontracted carrier should also have a valid insurance policy and vehicle documents, including the registration certificate, confirmation of a valid technical inspection and tachograph data.

Freight forwarding companies also expect their partners to provide the appropriate category of driving licence, as well as valid medical and psychological examinations for the driver.

Transport documentation — cooperation with Express Heroes

The conditions under which freight forwarding companies cooperate with subcontracted carriers may differ. Express Heroes is a good example. In this case, the formal requirements are kept to a minimum.

The carrier must run a business registered in one of the EU Member States. The company’s registered office does not have to be located in Poland.

Another requirement is having roadworthy and complete transport equipment that meets all applicable legal regulations and standards, allowing the vehicle to operate in international transport.

A continuous vehicle availability period of at least two weeks is also important. This requirement supports effective route planning and helps build stable cooperation.

ADR authorisations and other specialist qualifications are also welcome, as they increase the carrier’s ability to handle more demanding transport orders.

Starting a business in the TSL sector as a subcontracted carrier can significantly improve the chances of stable company growth. Proper operational and formal preparation supports safe cooperation with a freight forwarding company and helps build trust among business partners. A conscious approach to industry requirements makes it easier to avoid costly mistakes and focus fully on completing the first transport orders efficiently.