How to Fill a Dangerous Goods Consignment Note Correctly

A correctly filled dangerous goods consignment note isn’t just paperwork — it’s a legal safeguard for you, your employer, and everyone on the road.

If you’re a DG driver, logistics coordinator, or warehouse supervisor in NSW, you’ll handle consignment notes regularly. But “filling it in” sounds simpler than it actually is. Missing a field, using wrong terminology, or forgetting a signature can land you in compliance trouble with the EPA NSW, trigger Chain of Responsibility (COR) liability, or worse — create a safety hazard if the next handler doesn’t know what they’re receiving.

This guide walks you through every field, explains what goes where, covers the mistakes Kells trainers see regularly, and shows you exactly how to protect yourself and your business.

What Is a Dangerous Goods Consignment Note?

A dangerous goods consignment note is a legal document that travels with every load of dangerous goods in NSW. It’s your communication to everyone down the chain — the driver, the receiver, emergency responders if something goes wrong — about exactly what’s in the vehicle and how to handle it safely.

It’s not optional. Under the ADG Code (Australian Dangerous Goods Code) and NSW EPA regulations, a consignment note is mandatory for every load of dangerous goods classified as Division 1.1 through Division 9. If your load requires a dangerous goods licence, it requires a consignment note.

Think of it like a medical alert bracelet for a truck — emergency services, customs, roadside inspectors, and receivers all depend on accurate information to keep your load safe.

Who Fills In the Consignment Note? Sender vs Driver

The consignor (sender) — the company packing the load — is legally responsible for completing and signing the consignment note. They must ensure every detail is accurate before the driver even arrives.

The driver doesn’t create the note, but is accountable for it. You must check it’s complete and correct before leaving the premises. If something’s wrong, you stop and get it fixed. You also carry it during transport and present it to authorities on demand.

The consignee (receiver) may add notes about condition on delivery, but doesn’t fill the main form.

In small businesses or owner-operators, the same person might do all three roles — but the legal responsibility still sits with whoever is physically packing the goods. Make sure there’s clarity in your business processes.

Key Information Required on Every Consignment Note

The consignment note has specific fields. Each one matters. Let’s break them down:

Consignor Details (Sender)

This section identifies who packed and shipped the goods:

• Company name and ABN/ACN — full legal name, not a nickname or trading name
• Address — the premises where goods were packed
• Contact phone number — someone who can answer questions about the load
• Consignor’s signature — the person packing the goods or their supervisor authorised to sign off
• Date — date the note was signed, not the date the truck arrived

Consignee Details (Receiver)

Where the goods are going:

• Company name — exact name as it appears on their premises/system
• Address — full delivery address, including postcode
• Contact phone — ideally the receiving dock or receiving coordinator

Dangerous Goods Description

This is the heart of the form. It must be precise:

• Proper shipping name — the ADG Code name, not a casual name. “Petrol” is NOT acceptable; “Petrol, 3, PG II, UN1203” is correct.
• UN number — four-digit number assigned by the UN. E.g., UN1203 for petrol, UN1965 for hydrochloric acid. You can find these in the ADG Code.
• Class or division — Class 3 (flammables), Division 5.1 (oxidizers), etc. Matches the UN number.
• Packing group — I (high danger), II (medium), III (low). Again, matches the UN number and the specific goods.
• Quantity — how much: litres, kilos, or number of packages. Be specific.
• Package type — drums, cans, bags, bulk tanker, etc.

Pro tip from Kells trainers: Many drivers and coordinators use shorthand that seems obvious in their warehouse but is meaningless to someone receiving the load in another state or to an emergency responder. Use the full ADG Code name every single time.

Class and Classification

The ADG Code assigns a class/division to each dangerous good. There are nine classes:

• Class 1 — Explosives
• Class 2 — Gases (flammable, non-flammable, oxidizing, toxic)
• Class 3 — Flammable liquids (petrol, paint thinners)
• Division 4 — Flammable solids (matches, sulphur)
• Division 5 — Oxidizers (pool chlorine, hydrogen peroxide)
• Division 6 — Toxic substances
• Class 7 — Radioactive
• Class 8 — Corrosives (acids, alkalis)
• Class 9 — Miscellaneous (dry ice, lithium batteries)

The consignment note must state both the class AND the packing group. If you’re unsure, check the container label or the Material Safety Data Sheet (MSDS).

UN Number

Every dangerous good has a four-digit UN number. This is non-negotiable. It tells everyone worldwide what’s in the vehicle.

• Petrol = UN1203
• Diesel = UN1202
• Hydrochloric acid = UN1789
• Sodium hydroxide (caustic soda) = UN1823

If you’re moving goods and you don’t know the UN number, stop. Don’t move the load. Check the label, the MSDS, or contact your supplier. Guessing isn’t an option.

Packaging Details

State how the goods are packaged:

• 40 × 20L drums
• 500 × 1L cans
• Bulk tanker (with capacity: e.g., 20,000L capacity)
• Palletised boxes (with pallet numbers if tracked)

Packaging details matter because different packaging has different hazard implications in a crash or emergency.

Common Mistakes When Filling Consignment Notes

Kells trainers see these errors repeatedly — and they’re all avoidable:

• Wrong or incomplete UN number — or missing entirely. This is the biggest mistake. Stop and verify every time.
• Using warehouse shorthand instead of the full ADG name — e.g., “fuel” instead of “Petrol, 3, PG II, UN1203”
• Missing or illegible signatures — if a signature isn’t present or can’t be read, the note is invalid. Make sure the consignor signs clearly.
• Quantity errors — saying “10 drums” when you meant 10 pallets of drums (100 units). Be precise and specific.
• Wrong packing group — confusing PG I with PG II or III. This affects what placards go on the vehicle and what precautions drivers take.
• Incomplete consignee details — missing address or phone. If the receiver can’t be contacted about the load, that’s a problem.
• Dated incorrectly — using the date the driver arrived, not the date the goods were actually packed and signed off.

What Happens If You Get It Wrong?

Consequences depend on what went wrong and who finds it:

• NSW EPA roadside inspection — if an inspector finds an incorrect or incomplete consignment note, you’ll be issued a compliance notice. Your employer may face fines starting at hundreds of dollars and escalating.
• Chain of Responsibility (COR) liability — under NHVR rules, everyone in the chain shares responsibility for safety. An incorrect note can make you, your driver, your employer, and the consignor liable for any incident that follows.
• Insurance issues — if an accident occurs and the insurer discovers the consignment note had errors, your claim may be denied.
• Criminal liability — in serious cases (if someone is injured or property is damaged because of incorrect information), individuals can face prosecution.

It’s not bureaucracy for its own sake — it’s about making sure the next person in the chain, and emergency responders, have accurate information if something goes wrong.

Key Takeaways

• The consignor is legally responsible for filling the consignment note accurately and completely.
• Every field must be filled in — don’t skip anything.
• Use the full ADG Code name for the dangerous good, not shorthand.
• Always include the correct UN number and packing group.
• The consignor must sign and date the note.
• As a driver, check the note is complete before you leave the premises.
• Errors on consignment notes can trigger EPA penalties, COR liability, and insurance claims denial.
• If you’re unsure about any detail, verify it before the load moves.

Frequently Asked Questions

What’s the difference between a consignment note and a waybill?

A waybill is a general transport document that travels with any goods (not just dangerous goods) and records the journey. A consignment note is specific to dangerous goods and includes hazard information, UN numbers, and emergency contact details. You’ll often have both with a DG load — the waybill for general tracking, the consignment note for safety and regulatory compliance.

Who is responsible for filling in the consignment note?

The consignor (the company packing the goods) is legally responsible. They must ensure accuracy and sign it. The driver is accountable for checking it’s complete and correct before accepting the load.

Do I need to sign a consignment note?

The consignor must sign and date the note before the load leaves their premises. As a driver, you should sign or initial a receipt copy to confirm you’ve received a complete, legible note. This protects you — if something goes wrong and the original note was blank or illegible, your signed receipt proves you weren’t responsible.

What happens if information is missing or incorrect?

You should stop and not move the load until the issue is fixed. Missing or incorrect information (especially UN number, class, or consignor signature) makes the load legally non-compliant. EPA inspectors can issue fines; your employer faces COR liability; and in an accident, the insurer may deny the claim. Get it right before you move.

Can I use a digital or electronic consignment note?

NSW and the ADG Code increasingly support digital/electronic consignment notes, but paper originals are still the standard. Check with your employer or the receiver about whether they accept digital versions. If you’re in doubt, use paper — it’s always accepted and removes any ambiguity.

What should I do if I notice an error after the note is sent?

Contact the consignor and the receiver immediately. Do not continue with the load if a significant error exists (e.g., wrong UN number). A corrected note should be issued and signed. Document the correction — take photos or keep a copy for your records. This protects you in case of an incident later.

How long do I need to keep consignment note copies?

Drivers should keep copies for at least 12 months as proof they transported the load correctly. Companies packing goods should keep records longer — typically 3–7 years for audit and insurance purposes. Check your company’s records policy.

What information should never go on a consignment note?

Don’t add handwritten notes, corrections, or additional information that isn’t required by the ADG Code. Don’t use nicknames or slang for the goods. Don’t alter a signed note — if a change is needed, issue a new one and have it re-signed. The consignment note is a legal document — keep it clean, clear, and unambiguous.

Does every DG load require a consignment note?

If the load requires a dangerous goods licence to transport, it requires a consignment note. Some lower-risk dangerous goods (Class 9, certain Division 4 or 5 goods) may have exemptions under specific conditions, but if you’re in doubt, assume it does. Check the ADG Code or ask your employer. It’s better to have a note you don’t strictly need than to not have one you do.

What’s the penalty if I transport goods without a proper consignment note?

EPA fines in NSW start at several hundred dollars and can reach thousands, depending on the class of goods and whether an incident occurred. Your employer faces Chain of Responsibility liability. If you’re a driver and you transported a load without a proper note, your employer or COR coordinator could pursue you for that liability. Always insist on a complete, signed consignment note before moving any dangerous goods.