Dangerous Goods Declaration: Compliance Essentials

Dangerous goods — from lithium batteries in electronics to flammable chemicals in industrial manufacturing — require precise handling and documentation. Transporting these supplies is a high-stakes process governed by strict international and domestic regulations. 

Businesses must ensure compliance by providing detailed hazard classification, appropriate packaging, and emergency handling procedures. Without this information, your shipment could be delayed, fined, or even deemed illegal to transport.

Let’s break down everything you should know about when you need a dangerous goods declaration, how to fill it out correctly, and best practices for compliance.

Key highlights:

• A hazardous goods declaration is legally required for dangerous shipments, ensuring compliance with regulations and preventing safety hazards.
• The HAZMAT declaration must include the shipper and consignee details, UN number, hazard class, quantity, packaging type, emergency contact, and a certified signature. Missing or incorrect information can lead to shipment rejections, delays, or regulatory penalties.
• Shippers handling hazardous materials must complete training from recognized institutions such as IATA or IMO and renew certifications every 2-3 years to ensure compliance. Unsigned or incorrectly signed declarations invalidate shipments.

What is a dangerous goods declaration​?

A dangerous goods declaration (DGD) is an official shipping document required for hazardous materials (HAZMAT) transport. This documentation ensures proper shipment management along the supply chain and provides comprehensive information about its contents, including the potential safety concerns it poses for shippers and the general public.

It’s important to note that the terminology used to describe the required paperwork for shipping HAZMAT can vary depending on the transportation mode and governing body. While some organizations call it a “HAZMAT declaration,” others use the term “dangerous goods declaration.” Still, both serve the same fundamental purpose: ensuring the safe and compliant transport of substances that pose risks to health, property, or the environment.

Key components of a DGD include:

• Shipper and beneficiary details: Who is sending and receiving the shipment?
• Proper shipping name (PSN) and UN number: How is the substance classified?
• Hazard class and packing group: What level of danger does it pose?
• Quantity and packaging details: How much is being transported, and in what type of container?
• Emergency response procedures: What should be done in case of an accident?

Without a complete and accurate DG declaration, carriers may reject cargo, causing shipping delays and — depending on the scenario — heavy fines from regulatory agencies.

Read our complete guide on HAZMAT shipping compliance.

Why is a hazardous goods declaration​ important?

A hazardous goods declaration is important because it reduces health and environmental risks, prevents costly fines, and instructs workers on handling shipments safely and efficiently. 

According to the U.S. Department of Transportation (DOT), approximately 1,500 incidents involving undeclared hazardous materials occur yearly, including severe fires and chemical leaks. Many of these situations, which disrupt the shipping process, could have been prevented with the proper documentation.

When is a dangerous goods declaration required?

A DGD is required when a business needs to ship dangerous goods by any means of transportation, such as air, sea, or ground. Many everyday products or raw industrial materials require a dangerous goods declaration. 

Common examples include:

• Lithium-ion batteries: Found in electric vehicles, laptops, and power banks, this type of batteries pose fire and explosion risks if not handled correctly.
• Flammable liquids: Items like matches, adhesives, oil-based paint, and alcohol-based hand sanitizers can easily ignite, requiring proper packaging and labeling.
• Corrosive materials: Industrial cleaning agents and other acids can cause serious burns and damage surfaces if leaked.
• Toxic substances: Pesticides and medical waste must be carefully managed to prevent harm to humans and the environment.
• Compressed gases: Products like propane and refrigerants can explode or leak harmful vapors if mishandled.

What are the main HAZMAT declaration regulations?

The three most important regulatory frameworks governing the shipment of hazardous materials by air, sea, road, and rail are:

IMO dangerous goods declaration

The International Maritime Organization (IMO) established the International Maritime Dangerous Goods (IMDG) Code for transport over the seas. Since 2004, this regulation has been mandatory for all international ocean freight shipments and is recognized by governments worldwide.

Shipping by sea presents unique risks, including container fires and environmental contamination from spills. Because of these complications, non-compliance with this regulation can result in cargo seizures, heavy fines, and loss of carrier contracts.

The IMDG Code is updated every two years, so DG shippers must stay informed to remain compliant.

IATA DG regulations

The International Air Transport Association (IATA) enforces regulations for shipping dangerous goods by air. IATA paperwork is the strictest in the industry, particularly for the commonly shipped lithium batteries. Non-compliant shipments can lead to airline bans, penalties exceeding $250,000, and even criminal charges. 

Regulations are updated annually, making ongoing compliance training essential.

DOT paperwork requirements

In the United States, hazardous materials transported by road or rail fall under Title 49 of the Code of Federal Regulations (49 CFR), enforced by the U.S. Department of Transportation (DOT).

While DOT enforces federal regulations, some states have additional HAZMAT transport laws that must be followed. For example, a Hazardous Materials Transportation License (HMTL) is required in California, particularly for shipments that require placarding or exceed 500 pounds.

DOT violations can result in fines of up to $179,933 for serious offenses. Carriers that fail inspections can be blacklisted from transporting hazardous goods.

How to fill out a shipper’s declaration for dangerous goods

A certified individual must fill out a hazmat declaration form following strict formatting guidelines. For example, red hatch marks should be used on the edges of the appropriate documents for air transport​.

Here are the six main components of a shipper’s declaration for dangerous goods and how to properly fill each one of them:

1. Identification

This section provides key details about the hazardous material being shipped. It ensures that the cargo is properly classified and labeled so that carriers, customs authorities, and emergency responders can identify potential risks at a glance. 

These details include:

• Shipper and consignee information: The sender and receiver’s full legal name, address, and telephone number must be listed in full.
• Proper shipping name (PSN) and UN material numbers: Every hazardous material has a UN number and official shipping name assigned by regulatory bodies (e.g., UN 3480 – lithium-ion batteries).
• Hazard class or division and packing group: This information defines the level of danger posed by each material. Packing Groups I, II, or III indicate whether the substance is high, medium, or low risk.
• Technical names and descriptions: If applicable, the full chemical name or composition must be included to ensure clarity in the case of emergencies​.

This section’s content must all be in the proper order, with no irrelevant information thrown in between. For example, an entry can look like: UN1993, Flammable liquid, n.o.s. (Acetone solution) 3, III.

An Air Waybill Number is a unique tracking number assigned by the carrier that is also required for air shipments. 

2. Quantity and type of packing

The quantity and packaging details determine if a shipment complies with regulatory weight limits and ensures safe transportation. This section should include:

• Gross weight and volume of shipments: Regulations strictly limit the amount of a hazardous substance that can be shipped per package. 
• Packaging materials and specifications: Approved containers, including UN-certified drums, boxes, fiberboard cartons, and metal cans, must be used. Infectious substances must be packed using triple-layer containment​.

If multiple hazardous materials are shipped together, they must comply with segregation requirements to prevent dangerous chemical reactions​. For example:

• Storing oxidizers separately from flammable liquids to avoid combustion
• Ensuring that acids and bases are not packed together to prevent violent reactions that could release toxic gases

3. Packing instruction

This section covers the specific packaging requirements for hazardous materials to ensure safe handling. Regulations vary depending on the transport mode (air, sea, or ground) and the type of dangerous goods being shipped. IATA, for instance, has a code for each packaging instruction (PI), like PI 965, which is used for standalone lithium-ion batteries that require strong outer packaging, thermal protection, and short-circuit prevention.

However, packaging compliance shouldn't come at the expense of efficiency. Poor packing choices can lead to higher shipping costs, wasted space, and increased risks during transit. Shipium, a leading shipping platform for enterprise operators, helps businesses meet regulatory compliance by selecting the most efficient packaging configurations for hazardous materials. 

Discover how Shipium’s Package Planner API can optimize your cartonization strategy.

4. Authorizations

Certain hazardous goods, such as radioactive shipments, explosives, or restricted chemicals​, require additional approvals and sign-offs to be transported legally. Some international packages may require dual approvals from both exporting and importing countries. 

Failure to obtain proper authorization for your dangerous goods shipping declaration can result in legal consequences or mean that you won’t meet the delivery promises initially made to customers, causing client dissatisfaction.

5. Additional handling information

Operators can include additional handling instructions and special provisions to guide transport personnel in the case of specific shipments. Examples include:

• Temperature-sensitive requirements: Certain hazardous materials, such as pharmaceuticals and perishable chemicals, require precise temperature control. These must be clearly marked with storage instructions​.
• Handling precautions: If a substance requires limited movement, upright positioning, or specific ventilation requirements, these aspects must be noted on the declaration​.
• Special security considerations: Some dangerous goods, such as toxic inhalation hazards (TIH) or highly flammable gases, require additional security measures and restricted access​.

6. Name of signatory

The final section of a dangerous goods declaration form requires the responsible individual’s printed name and signature, confirming that the shipment complies with all applicable regulations.

The signatory must hold a valid HAZMAT certificate from an IATA, IMO, or DOT-approved training program​ and the signing date must be written in an internationally recognized format, such as DD/MM/YYYY, DD.MM.YYYY, or DD/MMM/YYYY​. By signing, the shipper takes full legal responsibility for ensuring that the shipment meets all regulatory requirements​.

Best practices after filling out a dangerous goods declaration form

Beyond safety risks, improper DG declarations and cargo mishandling result in financial and operational disruptions. Case in point: in 2024, the Federal Aviation Administration (FAA) proposed a $146,500 penalty against an airline company that violated DOT regulations by improperly managing compressed oxygen containers.

Businesses must implement rigorous best practices in training, documentation, and compliance management to avoid these high risks. Follow these strategies to reduce errors and ensure smooth shipping operations:

Invest in training and education

All personnel responsible for hazardous materials' classification, packaging, and documentation must be properly trained and certified. Training is critical because:

• Regulations change frequently — in some cases, more than once a year
• Mislabeling or incorrect declarations can lead to shipment rejections​
• Only certified personnel can sign a DG form 

When implementing regular education programs:

• Provide DG handlers complete access to IATA, DOT, or IMO-approved training and certification every two years (IATA) or three years (DOT/IMO)
• Train personnel on updated regulations annually to comply with new packaging, labeling, and documentation standards
• Incorporate scenario-based training for emergency response preparedness

Ensure regular process updates

HAZMAT regulations frequently change, making it essential to keep DG declarations, safety data sheets, and shipping procedures up to date to avoid non-compliance fines. IATA’s lithium battery shipping rules were revised in 2025, for example, introducing new packaging requirements. 

To make sure documentation is updated:

• Determine a compliance officer to monitor regulatory changes
• Schedule quarterly audits to verify internal paperwork aligns with the latest regulations
• Maintain an archive of past hazardous goods declarations for at least two years for regulatory review

Optimize your DG declaration process with Shipium

Managing DG declarations is a complex and high-risk process, and errors in classification, documentation, or labeling can lead to many operational disruptions. Given the strict requirements, businesses need a reliable way to ensure compliance while streamlining operations.

Enter Shipium: an end-to-end shipping software that, among many benefits, simplifies the handling of hazardous materials shipping by ensuring that every shipment meets the correct packaging, labeling, and carrier-specific requirements. 

The Shipium platform provides:

• Carrier compliance: Different carriers have unique restrictions for HAZMAT shipments. Shipium automates carrier selection based on DG classification, quantity, and packaging, preventing incompatibility issues that cause shipment delays. Our technology also allows shippers to include all relevant hazmat details directly in the shipping request, making sure you deliver accurate DG forms to carriers.
• Pre-configured HAZMAT properties: Shipium automates hazardous materials classification by using pre-configured properties, eliminating manual lookup errors and reducing processing time.
• Visibility and control: Shipium integrates DG compliance into the broader shipping process, using machine learning and AI to ensure that HAZMAT shipments are optimized for cost, speed, and safety while meeting all regulatory obligations.

Request a demo today and discover how Shipium streamlines your dangerous goods declaration process and ensures compliance with national and international regulations.

Frequently asked questions

Who must sign the shipper’s declaration of dangerous goods?

Only a certified, trained individual can legally sign a shipper’s declaration for dangerous goods. This requirement ensures that someone knowledgeable about HAZMAT regulations is responsible for the shipment’s compliance. 

To get certified for signing a HAZMAT declaration, workers must complete training from a recognized authority, such as IATA Dangerous Goods Regulations (DGR) Certifications.

Do lithium-ion batteries require a dangerous goods declaration?

Yes, lithium-ion batteries — the most common globally transported batteries — are classified as dangerous goods and require a dangerous goods declaration when shipped. This documentation is necessary due to their potential hazards, including risks of short circuits, fires, and explosions if the batteries are damaged or improperly handled. 

Key points regarding the transportation of lithium-ion batteries:

• Classification: Lithium-ion batteries fall under Class 9 of dangerous goods, which includes various substances that pose risks during transport. These items use the UN numbers UN 3480 for common lithium-ion batteries and UN 3481 for lithium-ion batteries contained in or packed with other equipment.
• Transport restrictions: There are specific restrictions on shipping lithium batteries by air, particularly regarding state of charge and packaging requirements. For instance, lithium-ion batteries shipped alone must not exceed a 30% state of charge.

What are "special provisions" in DG shipping?

Special provisions in dangerous goods (DG) shipping are additional handling, packaging, or documentation requirements for specific hazardous materials, as outlined by IATA, DOT, and IMDG regulations. These provisions modify standard DG classification rules based on the nature, quantity, or transport mode of the goods.

Examples of special provisions:

• IATA Special Provision A88: Allowing lithium batteries that exceed standard watt-hour limits to be shipped with special approvals.
• IMDG Special Provision 961: Applying to certain marine pollutants, specifying that they may not be classified as dangerous goods under specific conditions.
• DOT Special Provision 130: Providing exceptions for limited quantity shipments that meet specific packaging and labeling criteria.