9.3.4 The Shipping Paper

The shipping paper shown in Figure 9.6 describes a shipment. A shipping paper for hazardous materials must include:

  • Page numbers if the shipping paper has more than one page. The first page must tell the total number of pages. For example, "Page 1 of 4."
  • A proper shipping description for each haz­ardous material.
  • A shipper's certification, signed by the shipper, saying they prepared the shipment according to the regulations.

9.3.5 The Item Description

If a shipping paper describes both hazardous and non-hazardous products, the hazardous materials will be either:

  • Entered first.
  • Highlighted in a contrasting color.
  • Identified by an "X" placed before the ship­ping description (ID#, Shipping Name, Hazard Class, Packing Group) in a column captioned "HM." The letters "RQ" may be used instead of "X" if a reportable quantity is present in one package.

The basic description of hazardous materials includes the identification number, proper shipping name, hazard class or division, and the packing group, if any, in that order. The packing group is displayed in Roman numerals and may be preceded by "PG."

Shipping name, hazard class, and identification number must not be abbreviated unless specifically authorized in the hazardous materi­als regulations. The description must also show:

  • The total quantity and unit of measure.
  • The letters RQ, if a reportable quantity.
  • If the letters RQ appear, the name of the hazardous substance (if not included in the shipping name).
  • The number and type of packages (example: "6Drums")
  • For all materials with the letter "G" (Generic) in Column 1, the technical name of the hazardous material.

Shipping papers also must list an emergency response telephone number. The emergency response telephone number is the responsibil­ity of the shipper. It can be used by emergency responders to obtain information about any hazardous materials involved in a spill or fire. The telephone number must be:

  • The number of the person offering the hazardous material for transportation (if the shipper and / or offer is the emergency response information (ERI) provider); or
  • The number of an agency or organization capable of, and accepting responsibility for, providing the detailed information. The person who is registered with the ERI provider must be identified by name, or contract number or other unique identified assigned by the ERI provider, on the shipping paper.

Shippers also must provide emergency response information to the motor carrier for each hazardous material being shipped. The emer­gency response information must be able to be used away from the motor vehicle and must provide information on how to safely handle incidents involving the material. It must include information on the shipping name of the hazardous materials, risks to health, fire, explosion, and initial methods of handling spills, fires, and leaks of the materials.

Such information can be on the shipping paper or some other document that includes the basic description and technical name of the hazardous material. Or, it may be in a guidance book such as the Emergency Response Guide-book (ERG). Motor carriers may assist shippers by keeping an ERG on each vehicle carrying hazardous materials. The driver must provide the emergency response information to any federal, state, or local authority responding to a hazardous materials incident or investigating one.

Total quantity and number & type of packages must appear before or after the basic de­scription. The packaging type and the unit of measurement may be abbreviated. For example:

  • 10 ctns. UN1263, Paint, 3, PG 11, 500 lbs.

The shipper of hazardous wastes must put the word WASTE before the proper shipping name of the material on the shipping paper (hazardous waste manifest). For example:

  • UN1090, Waste Acetone, 3, PG 11.

A non-hazardous material may not be described by using a hazard class or an identifica­tion number. Shippers must keep a copy of shipping papers (or an electronic image) for a period of 2 years (3 years for hazardous waste) after the material is accepted by the initial carrier.

If one provides a carrier service only and is not the originator of the shipment, a carrier is required to keep a copy of the shipping paper (or electronic image) for a period of 1 year.

Shipping paper, long description is at end of document under heading "Long descriptions"
Figure 9.6

9.3.6 Shipper's Certification

When the shipper packages hazardous materials, he or she certifies that the package has been prepared according to the rules. The signed shipper's certification appears on the original shipping paper. The only exceptions are when a shipper is a private carrier transporting their own product and when the pack­age is provided by the carrier (for example, a cargo tank). Unless a package is clearly unsafe or does not comply with the HMR, you may accept the shipper's certification concerning proper packaging. Some carriers have additional rules about transporting hazardous materials. Follow your employer's rules when accepting shipments.