PDF guide for logistics coordinators and freight handlers
2 min read·7 October 2026
Logistics coordinators work with waybills, packing lists, customs formalities, and delivery proofs. Correct PDF documentation is essential for customs clearance, transport insurance, and proof of delivery in disputes. With the right PDF tools every shipment is fully documented.
Compiling a shipping file per consignment
A shipping file covers: waybill (CMR or AWB), packing list, commercial invoice, certificate of origin, and customs declaration. Merge all documents into one PDF shipping file per tracking number using the merge tool. Insert bookmarks per document type for quick inspection at customs control.
Processing waybills and delivery proofs
A CMR waybill is signed by the recipient on delivery. Scan the signed waybill and merge it with the packing list into one PDF per consignment. Stamp the delivery proof with the receipt date and order number. Archive per month for efficient invoice reconciliation.
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Digitising customs documents
Customs formalities require precise documentation: EUR.1 origin declaration, T1 transit document, phytosanitary certificate. Apply OCR to scanned customs documents so goods descriptions and HS codes are digitally searchable. Compress large document packages for digital submission to customs authorities.
Damage assessment and claims documentation
For damaged goods an accurate damage report is essential for the transport insurer. Merge photos of the damage with the waybill, packing list, and the delivery note on which damage was noted into one claim PDF. Stamp the report with the date of assessment and the name of the assessing employee.
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