DGSA track
Module 4 of 7

Documentation

The transport document, instructions in writing, and the records the DGSA must see are correct.

ADR 2025 · 5.4ADR 2025 · 8.1.2
Exam preparation & CPD only. DGMind does not examine or certify DGSAs — the legal certificate is issued by the SQA after you pass its exams.
Draft content — pending review by a qualified DGSA

Lessons

Amber · Lesson

The transport document

15s ADR 2025 · 5.4.1.1.1

Every consignment needs a transport document describing the goods in the set order: UN number, proper shipping name, hazard labels/class, packing group, tunnel code, and the number and type of packages with the total quantity per entry. The consignor is responsible for its accuracy. The DGSA checks the wording is correct and complete — wrong or missing entries are one of the most common enforcement findings.

Order: UN no., PSN, label/class, PG, tunnel code, then packages & total quantity.
Key points
  • Consignor is responsible for accuracy; carrier checks before transport.
  • Special cases: empty uncleaned, waste, salvage, LQ/EQ have their own wording rules.
  • Common failing — incorrect description; the DGSA verifies the standard form.
ADR Citation
ADR 2025 · 5.4.1.1.1
The transport document must show the UN number, proper shipping name, labels/class, packing group, tunnel restriction code and the number/description of packages with total quantity per dangerous-goods item, in the prescribed sequence.
Draft content, pending DGSA review. Verify against the cited clause before relying on it.
Amber · Lesson

Instructions in writing and records to keep

15s ADR 2025 · 5.4.3 / 1.8.3.3

The carrier provides the standard four-page instructions in writing for emergencies, in a language each crew member can read. Beyond the transport document, the DGSA ensures the business keeps the records that prove compliance: training records, the annual report, incident reports, and these are retained for the required periods. DGMind's audit pack pulls these records together so they can be shown quickly on an inspection.

Standard instructions in writing carried in the cab, language each crew member reads (5.4.3).
Key points
  • Keep training records and produce them on request (1.3 / 8.2.1).
  • Retain the annual report and incident reports for the required periods.
  • The DGSA's annual report itself is kept for five years (1.8.3.3).
ADR Citation
ADR 2025 · 5.4.3 / 1.8.3.3
Instructions in writing (5.4.3) must be carried; training records (1.3.3) and the annual report (1.8.3.3) must be kept and made available to the authority on request.
Draft content, pending DGSA review. Verify against the cited clause before relying on it.
Amber · Lesson

Consignor, carrier, packer, loader — who is on the hook

20s ADR 2025 · 1.4

ADR Chapter 1.4 splits the responsibilities between roles, and the DGSA is asked to know who is liable for what. The CONSIGNOR ensures the goods are classified, declared and authorised (and provides an accurate transport document). The CARRIER verifies the documents are on board, the vehicle is permitted, no leaks/defects are visible, the placards are present, and the driver has the right certificate. The LOADER hands over a properly labelled load and confirms mixed loading and segregation. The PACKER complies with packing instructions. The DGSA monitors each role within the firm's scope.

Consignor: classification, declaration, accurate transport document (1.4.2.1).
Key points
  • Carrier: pre-departure checks — docs, placards, vehicle, certificate (1.4.2.2).
  • Loader: mixed loading, segregation, securing, labelled load (1.4.3.1).
  • Packer: packs to the packing instruction (1.4.3.2). Roles can overlap — the DGSA monitors all that apply to the firm.
ADR Citation
ADR 2025 · 1.4
Chapter 1.4 sets the safety obligations of the consignor, carrier, consignee, loader, packer, filler and unloader.
Draft content, pending DGSA review. Verify against the cited clause before relying on it.
Amber · Lesson

Special wording on the transport document

25s ADR 2025 · 5.4.1.1.3 / 5.4.1.1.4 / 5.4.1.1.6 / 5.4.1.1.18 / 3.4

Beyond the standard line, the transport document has several special-wording cases the DGSA verifies. An EMPTY UNCLEANED package or tank shows 'EMPTY UNCLEANED PACKAGING/TANK, LAST CARGO …' followed by the last UN entry (5.4.1.1.6). WASTE shows the word 'WASTE' before the proper shipping name (5.4.1.1.3). LIMITED-QUANTITY (LQ) consignments above 8 tonnes (gross mass of LQ packages) need an extra entry on the transport document and a marking on the unit (3.4). For salvage packagings the wording 'SALVAGE PACKAGING' is added (5.4.1.1.4). MARINE POLLUTANT or environmentally hazardous substances above the mark threshold show '(ENVIRONMENTALLY HAZARDOUS)' on the line.

Empty uncleaned: 'EMPTY UNCLEANED PACKAGING/TANK, LAST CARGO …' (5.4.1.1.6).
Key points
  • Waste: precede the PSN with 'WASTE' (5.4.1.1.3).
  • LQ > 8 t: extra wording + LQ marking on the transport unit (3.4).
  • Env-haz over threshold: add '(ENVIRONMENTALLY HAZARDOUS)' (5.4.1.1.18).
ADR Citation
ADR 2025 · 5.4.1.1.3 / 5.4.1.1.4 / 5.4.1.1.6 / 5.4.1.1.18 / 3.4
Special transport-document wordings: waste, salvage, empty uncleaned, environmentally hazardous, and limited quantity (3.4) requirements.
Draft content, pending DGSA review. Verify against the cited clause before relying on it.

Practice questions (MCQ)

0 / 9 answered
  1. 1
    Who is primarily responsible for the accuracy of the transport document?
  2. 2
    Which sequence is correct for the dangerous-goods description?
  3. 3
    The instructions in writing must be provided in:
  4. 4
    For how long must the DGSA's annual report be kept?
  5. 5
    Training records under ADR 1.3 / 8.2 must be:
  6. 6
    Empty uncleaned packagings must be declared on the transport document as:
  7. 7
    Which party is responsible for verifying that the transport document, placards and driver certificate are correct BEFORE departure?
  8. 8
    Waste dangerous goods are described on the transport document as:
  9. 9
    An LQ consignment with combined gross mass > 8 tonnes on a transport unit must:
Practice quiz — pick an answer to see whether it's right and why.

Written-answer & case-study practice

The real DGSA exam is open-book short-answer plus a case study. These are self-study — draft your answer, then reveal the model answer to compare. Not auto-graded.

1
Case studySelf-study — model answer, not auto-graded

AUDIT CASE STUDY. You are the appointed DGSA for a distributor. On a spot check of a load of UN1263 PAINT (Class 3, PG II) and UN1830 SULPHURIC ACID (Class 8, PG II), you find: the transport document lists the paint as 'paint, flammable' with no UN number and no packing group; the acid line is correct; the instructions in writing are present but in a language the agency driver cannot read; and both products are loaded together in the same vehicle.

Your tasks
  1. Identify each compliance failing and cite the clause.
  2. State the immediate corrective actions before the vehicle departs.
  3. Explain what you would record for the annual report and monitoring.
2
Case studySelf-study — model answer, not auto-graded

LQ MISCLASSIFICATION CASE STUDY. A despatch has been booked under limited-quantity (LQ) provisions for 4 pallets of small UN1263 paint tins, but each individual receptacle holds 6 L — above the LQ limit shown in column 7a of Table A. The transport unit's gross mass of LQ packages will be 9.5 tonnes. The DGSA is asked to review before despatch.

Your tasks
  1. Decide whether the goods qualify as LQ at all.
  2. If not, describe what the consignment becomes and the required documentation/marking.
  3. Explain the 8-tonne LQ-load rule and how it would apply if the LQ limit were respected.
Next: Loading, segregation & quantity thresholdsGo to mock exam