Перейти к содержимому
Pracownik rozmawia online przy komputerze podczas koordynacji zlecenia transportowego

How does cooperation between a freight forwarder and a carrier work step by step?

Опубликовал Marcin Majchrzak, . Категория: Insights for Carriers, For Forwarders.

In cooperation between a freight forwarding company and a carrier, the freight forwarder is responsible for organising and supervising the transport process, while the carrier performs the actual transport service. This cooperation brings benefits to both sides. The freight forwarder gains a reliable partner to carry out transport orders, while the carrier receives a stable source of assignments and does not have to search for customers independently. What does this cooperation look like in practice?

Freight forwarder, carrier and their roles

While the carrier is responsible for collecting the cargo and delivering it to the agreed destination, the freight forwarder makes sure that the entire delivery process runs smoothly. The freight forwarder not only starts cooperation with the carrier, but also plans the route and monitors every stage of the transport order. A good freight forwarder supports the carrier with customs clearance, helps prepare transport documentation and monitors the shipment throughout the journey.

Cooperation between a carrier and a freight forwarding company allows the carrier to focus fully on performing the transport service instead of looking for new customers. This saves time and reduces operational pressure. Such cooperation also brings additional benefits. For example, Express Heroes gives carriers access to trailer rental on attractive terms, as well as additional logistics services such as warehousing and customs brokerage.

Cooperation between a freight forwarder and a carrier: the initial stage

Cooperation between a freight forwarder and a carrier begins with making contact. In the case of Express Heroes, this can be done by phone or email. The contact form and hotline number are available on our website. At this stage, the freight forwarder needs to collect basic information about the transport company, the type of fleet it operates and its preferred transport routes. This stage ends with an initial verification, followed by the agreement of future cooperation terms.

This step requires full transparency from both sides. The carrier defines its requirements and availability, while the freight forwarder presents, among other things, the offered rate per kilometre and the procedures related to cargo, transport orders and payments.

Signing an agreement between the freight forwarder and the carrier

After the initial arrangements, it is time to formally confirm cooperation. Signing an agreement opens the way for carriers to start carrying out their first transport orders. The freight forwarder searches for and negotiates transport assignments on behalf of the carrier. The freight forwarder also handles all formalities related to the orders and then plans them by collecting the necessary information from the client. Once the carrier accepts the order, the freight forwarding company optimises the route and prepares the transport documents.

The start of the transport operation does not mean that the freight forwarder’s work is finished. At this stage, the freight forwarder monitors the progress of the order and stays in constant contact with the carrier. They also provide support in case of roadside checks or problems during the route. The carrier, in turn, is obliged to carry out the order according to the agreed schedule. By monitoring the transport process, the freight forwarder acts as a link between the company ordering the transport and the driver, making sure that the agreement is properly fulfilled.

Freight forwarder and carrier: completing the order and handling potential claims

Completing a transport order means that the carrier must prepare an invoice and the documents confirming that the transport service has been completed. These documents are the basis for settlement. When cooperating with a freight forwarder, the transport company settles accounts with one business partner instead of several separate clients. This saves time and energy. Clear payment terms and timely payments are extremely important factors that influence the quality of cooperation between a freight forwarder and a carrier.

It is also worth knowing how liability works in the event of damage. If damage occurs because an unsuitable subcontractor was selected, the freight forwarder may be held responsible for the loss. However, this applies only when negligence in the selection of the carrier is proven. Otherwise, the carrier is responsible for damage, loss or failure to deliver the cargo within the agreed time.

Cooperation with Express Heroes: requirements and conditions

At Express Heroes, partnership-based relations with carriers are a priority. To start cooperation with us, a carrier only needs to have a business registered in one of the EU countries and a fully operational vehicle that meets the requirements specified in transport regulations. Thanks to limited formalities, the initial verification process is very quick.

We provide cooperating carriers with the support of a dedicated freight forwarder who plans the route using advanced software, monitors its progress and, when necessary, helps solve problems during transport. The freight forwarder remains in regular contact with the carrier throughout the cooperation, answering questions and clarifying any doubts.

For cooperation between a carrier and a freight forwarder to be successful, a clear division of responsibilities and regular communication between both sides are essential. Carriers who choose this model save time on searching for customers and preparing documentation. They can also rely on comprehensive expert support, which helps them carry out transport orders more efficiently and build a stable source of work.

Kalkulator i dokumenty finansowe używane do wyliczenia zabezpieczenia do licencji transportowej

Financial standing for a transport licence: what carriers need to know

Опубликовал Marcin Majchrzak, . Категория: Insights for Carriers.

To operate legally as a road transport company, a carrier must hold a valid transport licence. However, obtaining one requires proof of financial standing. This requirement applies both to domestic transport operations and to international road transport within the European Union. What financial standing amount is required for a transport licence? How can a carrier prove that it meets this condition?

Financial standing for a transport licence: legal basis

The requirement to prove financial standing for a transport licence results from Polish road transport regulations and from Regulation (EC) No 1071/2009 of the European Parliament and of the Council of 21 October 2009, which has applied in Poland since 4 December 2011. Financial standing is one of the key conditions for obtaining a transport licence, alongside professional competence, good repute and a real and stable establishment in one of the EU Member States.

Under these regulations, a road transport operator must be able to meet its financial obligations towards business partners at any time during the financial year.

What is the purpose of this requirement? It helps protect the transport market and increase the stability of the industry. Financial standing for a transport licence is intended to ensure that transport companies are able to handle financial obligations connected with their operations, such as cargo insurance, potential damage claims or other transport-related liabilities.

Financial standing for a transport licence: required amount

The required level of financial standing depends on the size of the carrier’s fleet. The amounts are specified in EU regulations, while their annual conversion into national currency is based on the euro exchange rate published in the Official Journal of the European Union on the first working day of October. The adjusted amount then applies from January of the following year.

What financial standing amount is required for a transport licence? For heavy goods vehicles above 3.5 tonnes, the required amount is EUR 9,000 for the first vehicle and EUR 5,000 for each additional vehicle. For vans and light commercial vehicles up to 3.5 tonnes, the requirement is EUR 1,800 for the first vehicle and EUR 900 for each additional vehicle.

When must financial standing be proven?

The required financial capacity must be demonstrated when submitting an application for a transport licence. However, this is not the only situation in which the requirement applies. Financial standing is also required when renewing a licence for the transport of goods or passengers, renewing certified copies of the licence after their expiry date and adding a new vehicle to the fleet if an additional licence copy is needed.

If a carrier cannot provide proof of financial standing for a transport licence, the competent authority may decide to suspend or even revoke the licence. In most cases, the operator is given a maximum of six months to correct the irregularity. If the requirement is still not met after that period, the carrier may lose its transport authorisation.

How to prove financial standing for a transport licence

How can a road transport company prove its financial standing? If the company keeps full accounting records, it may submit financial statements, including a balance sheet, profit and loss account and additional information, certified by an auditor or another authorised person. The documents should confirm that the company’s capital and reserves reach the value required for the entire fleet.

Financial standing for a transport licence may also be proven in other ways, for example by presenting a bank account balance confirmation. In this case, the funds are not formally blocked on the account, but they should remain available until the procedure is completed. Otherwise, the application process may end unfavourably for the carrier.

Another form of proof is a bank guarantee or insurance guarantee. In this model, a bank or insurance institution provides security and assumes financial responsibility for the carrier up to the required amount.

It is also worth mentioning an increasingly popular option: financial standing insurance. In practice, this solution may replace the need to freeze the carrier’s own capital. By paying annual premiums, the carrier can obtain confirmation from an insurance company that the financial standing requirement is met whenever such proof is needed.

Financial standing: practical tips for carriers

To avoid problems with financial standing for a transport licence, transport companies should plan their budget in advance. This is especially important for carriers that have only recently entered the market. Monitoring the euro exchange rate is also important, as it affects the required security amount when converted into Polish zloty.

Carriers should carefully analyse and choose the most suitable form of proving financial standing. Companies with stable capital may decide to use a bank balance confirmation, while new road transport operators often choose financial standing insurance as a more flexible solution.

By maintaining the required level of financial standing and regularly updating documents, a carrier reduces the risk of business interruption. This also supports smooth cooperation with the freight forwarding company Express Heroes. Transport orders can be carried out continuously and without unnecessary disruption, which helps carriers maintain financial liquidity and a stable source of income.

Model ciężarówki z ładunkiem i tarczą symbolizującą ubezpieczenie cargo

Additional services for transport orders: cargo insurance

Опубликовал Marcin Majchrzak, . Категория: Clients Insights.

Modern logistics is no longer just about moving goods from one place to another. It also includes a growing range of additional transport services designed to improve safety on the road, increase cost predictability and make cooperation between business partners more secure and efficient. One of these services is cargo insurance, which protects the interests of both the shipper and the carrier by reducing the financial risk related to unexpected incidents during transport.

What can be covered by goods in transit insurance? What does cargo insurance include and when is it most useful? Learn more about cargo insurance and find out why it is becoming an increasingly important part of professional transport and freight forwarding services.

Cargo insurance: what is it?

What is cargo insurance? It is an insurance policy that covers goods during transport. Unlike standard carrier liability insurance, cargo insurance protects the cargo itself and its value, rather than only the carrier’s legal liability. It provides financial protection in the event of cargo damage, destruction, loss, disappearance or theft.

Goods in transit insurance is not mandatory in Poland. However, many carriers, freight forwarders and companies involved in transport operations decide to use it as an additional layer of protection in situations beyond their direct control. Cargo insurance may apply not only to road transport, but also to sea, air and rail transport.

Cargo insurance: what can be covered?

The scope of cargo insurance is broad and flexible, and is usually agreed individually. Coverage may include many different types of goods, from electronics, household appliances and consumer products, through construction materials and structural components, to commercial and production goods. Oversized cargo and sensitive goods, such as cosmetics or pharmaceutical products, may also be covered.

What is not covered by cargo insurance? This information is specified in the General Terms and Conditions of Insurance. Common exclusions may include live animals, works of art, waste, personal relocation property or documents. Individual policies differ in terms of coverage, exclusions and price, which is why it is worth comparing available offers and choosing the solution best suited to the specific type of transport and business needs.

Cargo insurance: who is it for?

Cargo insurance is particularly beneficial for cargo owners, as it protects them against financial losses related to damage or loss of goods. However, it is also increasingly used by carriers and transport companies responsible for the safe delivery of their customers’ cargo. Manufacturers, traders, importers and exporters also choose cargo insurance when shipping or receiving goods as part of their regular business operations.

Voluntary transport insurance may apply not only during the journey itself, but also during related logistics operations, such as loading, reloading, transshipment or temporary storage. Cargo insurance works well as a supplement to a traditional liability policy. For many businesses focused on financial security and risk management, it is becoming a standard element of transport cooperation rather than an optional add-on.

Cargo insurance against transport damage: when is it needed?

This type of protection helps reduce financial risk, prevent costly disruptions and limit the consequences of failing to meet contractual obligations. A cargo insurance policy may provide compensation in the event of damage to or loss of goods. It is especially worth considering when the transported cargo has a high value and its loss could negatively affect the company, its operations or its reputation.

Transport insurance is also useful for long-distance transport, especially in international logistics, where routes may involve several countries, multiple handling points or transshipment operations. Cargo should also be insured when it is particularly vulnerable to damage, for example glass components, luxury furniture, fragile goods or high-value products, and when standard carrier liability insurance may not cover the full value of the shipment. The expectations of the client are also important. If the shipper requires full financial protection, cargo insurance is often the right solution.

How does cargo insurance affect the transport process?

Cargo insurance influences the entire logistics process by increasing the financial security of both the carrier and the shipper, while reducing the risk of losses on both sides. However, it is more than protection against unexpected costs. Cargo insurance also helps build trust between the cargo owner and the transport company responsible for the delivery. This improves cooperation, transparency and confidence throughout the supply chain.

Cargo insurance may also support faster and simpler claims settlement in the event of damage, as well as better risk control in transport operations. A policy can provide protection not only against theft or cargo damage, but also against natural events such as fire, storms or hurricanes, depending on the agreed scope of coverage.

Cargo insurance with Express Heroes

Cooperation with Express Heroes gives our partners access to a broad package of additional logistics services, including warehousing, customs brokerage and cargo insurance offered on favourable terms. Through Express Heroes, it is possible to insure 100% or even up to 130% of the cargo value, helping protect against potential financial losses.

Depending on the carrier’s individual needs, the policy may also cover costs related to cargo downtime, freight charges and other situations that could generate financial losses. Coverage may also include excise duties and customs duties, depending on the agreed insurance terms.

To receive compensation under cargo insurance, it is usually enough for loss or damage to occur, without the need to prove liability in the same way as in standard liability-based claims. Partners can also count on the support of specialists who use their knowledge and experience to help find the right solution, regardless of the situation.

Although cargo insurance is formally an additional service connected with transport orders, it is gradually becoming an integral part of modern logistics and freight forwarding. It also plays an important role in building long-term relationships with clients and strengthening competitive advantage in the transport market. Cargo insurance is a practical risk management tool that supports safe, efficient and reliable transport operations, from loading to final delivery.

Mapa Europy z podświetlonymi połączeniami transportowymi prowadzącymi do Włoch

Freight transport to Italy — route realities and key information

Опубликовал Marcin Majchrzak, . Категория: For Forwarders.

Thanks to its diversified economy, well-developed transport infrastructure and strategic location, Italy is an attractive market for many businesses, including manufacturers of industrial and food products. However, freight transport to Italy requires careful planning. What should carriers pay attention to before setting off? What is worth knowing?

Freight transport to Italy — the most popular routes from Poland

Italy can be reached from Poland via the Czech Republic and Austria. The route runs along the D1 motorway from Ostrava to Brno, then through the A1 in Austria and the A23 in Italy. In transit countries, truck drivers are required to use electronic toll collection systems. The Czech Republic and Slovakia operate toll systems, while in Austria, the GO-Box device is used, with rates calculated based on the number of axles and the emission class of the vehicle. Failure to pay the required toll may result in a high fine. After entering Italy, motorway tolls are collected at toll gates, and the amount depends on the vehicle category and the length of the travelled section.

When the destination is Tarvisio, freight transport to Italy is most often carried out via Slovakia and Austria, more specifically through Žilina and Bratislava via the D1 and D2, then along the Austrian A6 and A2 motorways and the Italian A23. In turn, the most scenic and, at the same time, the shortest route to Italy leads to Modena, via the motorway to Dresden and Munich, through Innsbruck on the A93 and A13, and then across the Brenner Pass on the A22. This route runs through the Alps and is heavily congested in the summer season, which may cause delays. It is also worth noting that from 1 July 2024, all vehicles and vehicle combinations over 3.5 tonnes travelling on German motorways and federal roads are subject to the German road toll, known as Maut.

Freight transport to Italy — seasonality and ferries

Routes along the coast or deliveries to Italian islands require ferry crossings. In the case of Sardinia, ferries from the mainland operate all year round from Livorno, Civitavecchia, Genoa and Barcelona. For example, the Livorno–Olbia crossing takes approximately 7.5 hours and costs around EUR 22. On the Amalfi Coast, ferry services operate seasonally, from late March or early April until the end of October. Outside the season, crossings are available only on selected routes. It is worth booking ferry crossings in advance, as ticket prices usually increase as the departure date approaches. Availability also becomes more limited.

When planning freight transport to Italy, weather conditions must also be taken into account, especially in mountain areas, where they can change rapidly. Heavy rain, violent storms and fog in summer, as well as heavy snowfall and icy roads in winter, may make the journey more difficult. That is why it is advisable to check weather forecasts on regional meteorological services before departure.

Freight transport to Italy — time buffers and parking areas

Heavy traffic on Austrian and Italian motorways during the summer season increases the risk of delays. Registration in electronic toll systems or the use of telematics devices can speed up the journey and help avoid queues at toll gates. When transporting goods with vehicles over 7.5 tonnes, carriers must also take into account the Italian driving ban calendar. It is also worth checking current information about roadworks.

Freight transport to Italy also requires proper rest planning, in line with drivers’ working time regulations. In Italy and in transit countries, there are numerous parking areas and truck stops with infrastructure adapted to articulated vehicles. Located along motorways, truck stops offer dedicated areas for heavy goods vehicles, fuel stations, refrigerated trailer charging points, showers, laundry facilities and ATMs. A good example is the Sadobre parking area near Vipiteno on the A22. The first hour of parking is free of charge, hours 2 to 10 cost EUR 1.50, hours 11 to 15 cost EUR 1, and from the 16th hour onwards the fee is EUR 0.60.

It is important to remember that, unlike passenger cars, trucks in Italy cannot park in tourist centres or on streets marked with blue lines. Cities also have ZTL zones and weight restrictions, and entering them without authorisation may result in a high fine. Therefore, when planning a stop, carriers should use parking areas designated for heavy goods vehicles.

Freight transport to Italy with Express Heroes

A carrier cooperating with the freight forwarding company Express Heroes can count, among other things, on transport orders on Italian routes. These operations are carried out within a guaranteed mileage model, with at least 11,000 km per month. Since the freight forwarder not only builds a base of transport orders, but also negotiates rates and organises routes, the risk of delays is reduced, while the transport company saves time on planning. Carriers also benefit from reliable and fast settlements, paid even within 3 days.

Although freight transport to Italy requires planning and knowledge of local regulations, cooperation with a freight forwarding company makes the process much easier. Carriers receive support in choosing the best route, taking into account planned tunnel closures or current weather conditions. The freight forwarder also helps with parking planning and motorway toll calculations. Proper preparation for transport operations on Italian routes is an investment in road safety and helps ensure on-time delivery.

Osoba trzyma firmowy notatnik podczas spotkania dotyczącego formalności transportowych

Which PKD code should you choose for road transport?

Опубликовал Marcin Majchrzak, . Категория: Insights for Carriers.

Starting a transport company requires completing specific formalities. When registering a business in CEIDG, the Polish Central Register and Information on Business, it is necessary to select the appropriate PKD codes, which define the type of business activity. Which codes apply to road transport? The answer depends largely on the type of services the company plans to provide.

PKD and road transport codes

Choosing the right PKD codes is highly important for tax settlements, the proper completion of company registration formalities, submitting documents to public offices, applying for grants and defining the scope of business obligations. Assigning the correct codes is an essential step when registering a business. This classification is used to specify the scope of services that the new company will provide.

Which codes define road transport? PKD codes for the transport industry depend on what will be transported: goods or passengers. It also matters whether the company’s activity will include additional services, such as warehousing. A new entrepreneur must indicate the main PKD code related to the dominant business activity, as well as additional codes covering supplementary services.

PKD codes for freight transport

In the TSL industry, the most common type of activity is freight transport. That is why the most frequently selected PKD code is 49.41.Z, which applies to road freight transport carried out using tractor units with semi-trailers, vans over 3.5 tonnes and other vehicles. It is the basic code chosen by carriers engaged in domestic and international transport, both full truckload and groupage.

Although PKD 49.41.Z is the main business activity code for most transport companies, many of them also add supplementary codes. Which ones? It depends on the services they provide. If the company’s offer also includes warehousing services, code 52.10.B should be assigned. In turn, the activity of freight forwarding companies, which organise transport and manage transport operations, is defined by code 52.29.C.

PKD for international and domestic transport

Should the PKD code be different for domestic transport than for international freight transport? This question is often asked by carriers planning to start a business. The answer is no. PKD 49.41.Z applies in both cases.

The differences appear at the level of formal requirements, such as the Community licence, permits and obligations related to the posting of drivers.

When is code 49.41.Z not the right choice? When the company transports people rather than goods. In that case, PKD 49.39.Z applies to employee transport or other types of passenger transport, while 49.31.Z applies to regular passenger transport as part of urban public transport.

If a transport company also handles parcel and courier deliveries, code 53.20.Z must be added. Code 77.12.Z, on the other hand, applies to the rental and leasing of trucks used for freight transport.

Transport services and PKD codes in detail

PKD codes should reflect the actual scope of business activity, so they should be selected carefully. These data are used by tax offices, ZUS and Statistics Poland. Choosing the right codes allows a company to operate in line with applicable regulations.

As you can see, a different code should be selected when the company’s main activity is road transport, and another when it is freight forwarding. The correct PKD code can be determined by analysing the type of services provided. Additional codes should then be included to cover the carrier’s full offer.

It is also worth remembering that PKD codes must be updated if the company changes its profile or expands its activity. Otherwise, new services should not formally be provided. When registering a new company, apart from the main business activity code, it is also possible to include codes related to planned future development. This way, introducing new services later may not require updating previously submitted documents.

PKD for transport services up to 3.5 tonnes and beyond

Do you have doubts about choosing the right PKD code? In most cases, the best choice is 49.41.Z, which applies to road freight transport. It is worth supplementing it with codes covering freight forwarding, warehousing or vehicle rental services. Correctly matching PKD codes during business registration means fewer formal problems in the future.

Starting a transport company involves formalities that cannot be avoided. However, to reduce their number in the future, many carriers decide to cooperate with a freight forwarding company such as Express Heroes. For them, this means no need to find freight orders independently or handle all the related documentation on their own.

As a result, the owner of a transport company can fully focus on business development instead of organising routes, negotiating rates or completing transport documents.

Ciężarówka Express Heroes przygotowana do realizacji transportu drogowego

How to start working as a subcontracted carrier? Requirements and essential documents

Опубликовал Marcin Majchrzak, . Категория: Insights for Carriers.

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.

Ciężarówki jadące trasą drogową w ramach międzynarodowego transportu towarów

A transport company step by step: how to become a road carrier?

Опубликовал Marcin Majchrzak, . Категория: Insights for Carriers.

The TSL industry, covering transport, shipping and logistics, is consistently listed as one of the fastest-growing sectors of the Polish economy, currently accounting for as much as 10% of Poland’s GDP. Poland is among the leaders of the European road transport market, and Polish transport companies handle a significant share of freight operations across the EU. It is therefore no surprise that more and more people are considering starting a business in the TSL sector. How can you become a road carrier and generate profit from providing transport services?

A transport company step by step: where to start?

Start with a precise business plan. Setting up a transport company requires proper preparation. The first step is to identify demand for transport services in a given market. It is worth taking a closer look not only at potential clients, but also at competitors. The goal is to identify the features that will distinguish your company from other businesses with a similar operating profile.

To understand how to become a carrier, you should also define in advance the type of transport services you plan to provide. This affects not only the formal requirements that must be met to obtain the necessary permits and licences, but also the costs. These costs should be carefully analysed in order to estimate the company’s expected profitability and plan the allocation of initial funds, including vehicle purchase, marketing and other start-up expenses.

How to start a transport company? Vehicle purchase

Providing transport services is not possible without a suitable vehicle, such as a tractor unit with a semi-trailer. Purchasing the right vehicle is therefore essential. If you do not have sufficient funds for this investment, it is worth considering a bank loan or leasing. Many carriers also use trailer rental options offered, among others, by Express Heroes. This solution makes it possible to handle a wider range of transport orders. For example, renting a refrigerated Frigo trailer enables the transport of goods that require temperature-controlled conditions.

When looking for an answer to the question of how to open a transport company, you should take into account not only the purchase of the right vehicle, but also its equipment and compliance with all technical requirements.

How to open a transport company? Required documents

Buying vehicles is not enough. It is also necessary to complete all formal requirements, such as registering a business in the Central Register and Information on Economic Activity. The application can be submitted online using the CEIDG-1 form or during a visit to the relevant office. At this stage, you must indicate the appropriate PKD codes, such as 49.41.Z for road freight transport, choose the form of taxation and define the accounting method.

A step-by-step process for starting a transport company also includes obtaining a certificate of professional competence. To achieve this, you must complete the required training and pass the exam. Another required document is a certificate of no criminal record. You also cannot become a carrier without a licence to perform national and international road transport of people or goods. Obtaining this licence involves a fee, the amount of which depends on the scope and validity period of the document. It is important to know that the licence can only be granted if financial standing for starting the business is documented.

How to set up a transport company step by step? Insurance and additional permits

What else should you remember when planning to start a transport company? Due to the fact that the TSL industry involves significant risk, a mandatory element of operating in this sector is purchasing road carrier liability insurance. This insurance protects the carrier against financial losses in the event of unexpected incidents on the route.

To make the process easier, it is worth using additional services provided by Express Heroes in cooperation with trusted partners. Purchasing carrier liability insurance, cargo insurance or vehicle insurance through a freight forwarding company can save a significant amount of time. It is also worth knowing that clients often require the insurance policy to be presented before signing a contract with a carrier.

To complete all formalities related to setting up a transport company, you must also remember about additional permits resulting from the specific nature of the transport orders you plan to carry out. These may apply, among others, to the transport of waste, ADR dangerous goods or waste paper.

Transport company: how to start getting transport orders?

Efficient operation of a transport company requires good organisation in route planning, driver working time control, cost settlement and transport documentation management. Many carriers decide to cooperate with a freight forwarding company to make these tasks easier. For example, starting cooperation with Express Heroes gives carriers access to the support of an experienced freight forwarder, advanced route planning software and easy contact with an accountant.

However, the most important benefit of gaining a partner in the form of a freight forwarding company is avoiding difficulties in acquiring transport orders. Express Heroes provides carriers with a guaranteed minimum monthly mileage of 11,000 km. This means financial stability and time savings, as carriers do not have to search for transport orders on their own or handle all related formalities independently.

Do you already know how to become a carrier and set up a transport company in Poland? To achieve this goal, you need proper preparation, knowledge of applicable regulations and the required permits and licences. Although there are many formal requirements connected with starting a business, carrying out transport orders through your own transport company can bring real satisfaction and become a stable source of income. Good luck!