Running a transport company in Belgium isn’t just about driving — it also involves keeping your paperwork in order and staying compliant with local and EU regulations. Missing or incorrect documents can lead to fines, delays, or even legal trouble. Here’s a guide for drivers and small transport companies.

 

1. Vehicle Documents

Every truck must have the proper documentation, including:

Vehicle registration and license plates

Valid roadworthiness certificate (periodic inspection)

Insurance papers for the truck and trailer

Tip: Keep copies in the cab and ensure documents are up to date — authorities often check during roadside inspections.

 

2. Driver Documents

Drivers must carry:

Valid driver’s license and, if applicable, professional driving certificates

Tachograph card (for digital tachographs)

Certificates for ADR transport if carrying dangerous goods

Tip: Check expiration dates regularly — missing or expired documents can lead to immediate fines.

 

3. Transport Documents

Depending on the type of transport, you may need:

CMR consignment notes (for international goods transport)

Delivery notes for domestic transport

Permits for oversized or special loads

Tip: Organize paperwork in a folder or digitally — it speeds up inspections and reduces stress.

 

4. Company Records

Small transport companies must maintain proper records of:

Driver schedules and working hours

Vehicle maintenance logs

Insurance and license renewals

Tip: Digital record-keeping tools can simplify compliance and make audits easier.

 

5. Why Compliance Matters

Keeping paperwork in order isn’t just about avoiding fines. It:

Ensures smooth operations without delays

Protects your company legally in case of accidents

Builds trust with clients and authorities

Tip: Schedule regular audits of your documents to prevent last-minute problems.

 

Conclusion

Legal compliance and proper paperwork are essential for any truck driver or small transport company in Belgium. By keeping vehicle, driver, and transport documents organized, and using digital tools where possible, you can avoid fines, save time, and run your business more efficiently.