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DOT Hazmat Shipping Papers

For the hazmat employee who prepares and signs shipping papers: write the basic description in the right order, add quantity, packages and the additional entries that apply, include the emergency response number, sign the shipper's certification, and keep the copy for the required time.

Based on DOT 49 CFR Part 172, Subpart C (Shipping Papers), §§ 172.200–172.205 · about 6 min read

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The basic description

Four items, in this order

Each person who offers a hazardous material for transportation must describe it on the shipping paper the way Subpart C requires. The core is the basic description, taken from the Hazardous Materials Table (§ 172.101):

1. Identification numberFrom Column (4), for example UN2744.

2. Proper shipping nameFrom Column (2), exactly as listed.

3. Hazard class or divisionFrom Column (3). Except for combustible liquids, subsidiary hazards go in parentheses right after it (when a subsidiary label is required).

4. Packing groupFrom Column (5), in Roman numerals. It may be preceded by "PG".

These four must appear in sequence with no additional information interspersed. The regulation's example:

UN2744, Cyclobutyl chloroformate, 6.1, (8, 3), PG II

Some materials are excepted from the packing group requirement: Class 1 (explosives) materials, self-reactive substances, Division 5.2 materials, and entries not assigned a packing group (for example Class 7), see § 172.202(a)(4).

Reference: 49 CFR 172.200(a) · 49 CFR 172.202(a)(1) · 49 CFR 172.202(a)(2) · 49 CFR 172.202(a)(3) · 49 CFR 172.202(a)(4) · 49 CFR 172.202(b)

The basic description

Quantity and packages

Total quantity

Except for air shipments, show the total quantity covered by the description, by mass or volume, with the unit, for example "200 kg" or "50 L". It goes before or after the description, or both.

Exceptions to stating a total quantity: bulk packages and cylinders, as long as some indication is shown (for example "1 cargo tank" or "10 cylinders"), and packages containing only residue.

Number and type of packages

Show the number and type of packages, for example "12 drums". You may add the packaging specification, such as "12 1H1 drums".

Example entry: 4 drums, UN1993, Flammable liquids, n.o.s. (contains Xylene and Toluene), 3, PG II, 800 L

Example for training only. Take the entries from the current § 172.101 Table for your material.

Reference: 49 CFR 172.202(a)(5) · 49 CFR 172.202(a)(5)(iii)(A) · 49 CFR 172.202(a)(5)(iii)(B) · 49 CFR 172.202(a)(5)(iii)(C) · 49 CFR 172.202(a)(7) · 49 CFR 172.202(c)(1) · 49 CFR 172.202(d)

Additional entries

Entries you add when they apply

Section 172.203 lists entries that are added for certain materials. The ones a shipping clerk sees most often:

Limited quantity: when a shipping paper is required, add "Limited Quantity" or "Ltd Qty" after the basic description.
Hazardous substance: enter "RQ" before or after the basic description. If the proper shipping name does not name the hazardous substance, put its name in parentheses with the description. If the material contains two or more hazardous substances, identify at least two, including the two with the lowest reportable quantities (RQs).
"G" entries (generic or n.o.s. names): unless excepted, add the technical name in parentheses. For a mixture of two or more hazardous materials, give the technical names of at least two components most predominantly contributing to the hazards.
Poisonous by inhalation: add "Poison-Inhalation Hazard" or "Toxic-Inhalation Hazard" and the hazard zone, immediately after the shipping description.
Special permit: add "DOT-SP" followed by the special permit number, located so it is clearly associated with the description it applies to.
Empty, uncleaned packaging: you may add "RESIDUE: Last Contained ..." before or after the basic description.

This list is not complete. Radioactive, marine pollutant, elevated temperature, organic peroxide and mode-specific entries are in § 172.203.

Reference: 49 CFR 172.203(b) · 49 CFR 172.203(c)(1) · 49 CFR 172.203(c)(2) · 49 CFR 172.203(k) · 49 CFR 172.203(k)(1) · 49 CFR 172.203(m) · 49 CFR 172.203(e)(1) · 49 CFR 172.203(a)

Format and emergency number

Make the hazmat stand out and be readable

Hazmat and non-hazmat on one paper

When both are on the same shipping paper, the hazmat entries must be one of these:

Entered first
Entered in a contrasting color
Marked with an "X" (or "RQ" if appropriate) in a column captioned "HM"

Readable and plain

Legible and printed (by hand or machine) in English, on the paper and all copies used for transportation
No codes or abbreviations in the required description unless the regulations authorize them
Extra information is allowed if it is not inconsistent with the description, and generally goes after the basic description
More than one page? Number each page consecutively and show the total on page one, for example "Page 1 of 4 pages"

Emergency response telephone number

Except as provided in § 172.604(d), the shipping paper must include an emergency response telephone number. If you use an emergency response information service provider, also identify the person (by name or contract number) who has the contract with that provider.

Reference: 49 CFR 172.201(a)(1)(i) · 49 CFR 172.201(a)(1)(ii) · 49 CFR 172.201(a)(1)(iii) · 49 CFR 172.201(a)(2) · 49 CFR 172.201(a)(3) · 49 CFR 172.201(a)(4) · 49 CFR 172.201(c) · 49 CFR 172.201(d)

Certify, sign and keep

The shipper's certification

The person who offers the hazmat must certify it by printing a certification statement on the shipping paper. The standard U.S. wording is:

"This is to certify that the above-named materials are properly classified, described, packaged, marked and labeled, and are in proper condition for transportation according to the applicable regulations of the Department of Transportation."

An international-style declaration in § 172.204(a)(2) may be used instead, and air shipments have their own wording and requirements in § 172.204(c).

Signing

Signed legibly by a principal, officer, partner, or employee of the shipper, or the shipper's agent
May be signed by hand, by typewriter, or by other mechanical means

When you sign, you are certifying all of it: classified, described, packaged, marked, labeled and in proper condition. Do not sign until you have checked.

Narrow exceptions: except for hazardous waste, no certification is required for highway shipments in a cargo tank supplied by the carrier, or carried by the shipper as a private carrier (unless reshipped or transferred to another carrier). See § 172.204(b) for all exceptions.

Reference: 49 CFR 172.204(a) · 49 CFR 172.204(a)(1) · 49 CFR 172.204(b)(1) · 49 CFR 172.204(b)(1)(i) · 49 CFR 172.204(b)(1)(ii) · 49 CFR 172.204(d)(1) · 49 CFR 172.204(d)(2)

Certify, sign and keep

Keep a copy

Most hazmat: 2 yearsKeep the shipping paper for two years after the material is accepted by the initial carrier.

Hazardous waste: 3 yearsKeep it for three years after the initial carrier accepts it.

Keep a copy or an electronic image, accessible at or through your principal place of business.
Each copy must include the date of acceptance by the initial carrier (for rail, vessel or air, the waybill, airbill or bill of lading date may be used).
Make it available on request to an authorized federal, state or local official.

Hazardous waste

Hazardous waste also needs an EPA hazardous waste manifest. A manifest that contains all the information Subpart C requires may be used as the shipping paper.

Reference: 49 CFR 172.201(e) · 49 CFR 172.205(a) · 49 CFR 172.205(h)

Need proof of training? The full course (25 min) adds practice questions, a job scenario, the final quiz and a certificate your employer can verify.

Take the course

Sources

49 CFR 172 Subpart C

Fact-checked against the regulation text on October 09, 2026. This certificate records completion of awareness training based on DOT 49 CFR 172.200 through 172.205 (Part 172, Subpart C, Shipping Papers). It is not an OSHA card or license, and it does not by itself meet the training requirements of 49 CFR 172.702 and 172.704 (Part 172, Subpart H). Your hazmat employer must still ensure that each hazmat employee is trained and tested as Subpart H requires: general awareness/familiarization training, function-specific training for the functions the employee performs, safety training, security awareness training, and in-depth security training where the employer must have a security plan; training for a new hazmat employee or a change in job function completed within 90 days (working only under the direct supervision of a properly trained and knowledgeable hazmat employee until then); recurrent training at least once every three years; and a record of current training covering the preceding three years that includes certification that the employee has been trained and tested.

This guide explains the rule in plain words. Always read the regulation itself and your employer's site-specific procedures.