SENT checklist for carriers: 7 things to check before the vehicle moves

Published October 2026

Most SENT penalties come from a handful of preventable mistakes made before the truck leaves. This is a practical checklist for carriers and dispatchers — the things worth thirty seconds each, every time.

The checklist

1. Do you have the SENT reference number? It has to exist before the transport begins, and the driver needs it. A driver without a reference number at the start of the transport faces a fine of PLN 5,000–7,500, and a carrier is expected to refuse goods that arrive without the right number.
2. Does the notification match the load? Type of goods, quantity, weight and volume should match what is really on the vehicle. For senders and recipients a mismatch can cost 46% of the difference in value (minimum PLN 20,000), so ask for a correction instead of driving off.
3. Are the vehicle and driver details correct? Registration numbers and driver details are the carrier's part of the data. Typos here are the most boring, and most avoidable, way to get a fine.
4. Is the geolocation device fitted and working? Where it is required, the carrier must equip the vehicle with a locator. Failing the geolocation obligations can mean a fine of up to PLN 10,000.
5. Is the data still current? If details change, the notification has to be updated; if an error is noticed in time, a corrected notification has to be issued. Outdated or untrue data is also fined, in the range of up to PLN 10,000.
6. Who closes the notification at the destination? The recipient confirms receipt and closes it. Agree this in advance so the notification does not stay open.
7. Do you know what a roadside check can mean? A vehicle without a valid notification can be stopped, and the Act provides official fees for guarding and removing the vehicle or cargo — on top of any fine.

If something does go wrong

The Act allows the authority, in some cases, to waive a penalty where there is an important interest of the carrier or a public interest, and to spread payment. That is a safety net, not a plan — the aim is to never need it.

Make the checklist shorter

Items 2, 3 and 5 are really about data quality. Entering the same carrier, sender and recipient details again and again is where typos creep in, so saved contacts and automatic format checks remove a large part of the risk.

This article is general information, not legal advice. Rules, scope and penalties can change — always confirm in official sources (PUESC / KAS) or with a customs adviser. Last checked: October 2026.