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Creating the IATA Dangerous Goods Form: The Shipper's Declaration for Dangerous Goods

On: November 5, 2025 | By: Robert Smith | 18 min. read

Transcript: Creating Dangerous Goods Documents Using Shipping Solutions

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Welcome to Shipping Solutions Export Documentation and Compliance Software.

If your item is considered a dangerous good by either the International Air Transport Association (IATA) or the International Maritime Organization (IMO), you can prepare the proper documents for your shipment using Shipping Solutions.

So, let's get started.

To save the most time when creating a dangerous goods shipment, start by going to the Databases tab and the Products screen. Find the product where you want to enter the dangerous goods information, or click Add New Product.

I'll give my product a product ID and a description, and then I'll click the Dangerous Goods tab. The screen is divided into IATA and IMO sections.

In the IATA section, click the Lookup DG button to open the IATA database of dangerous goods. You can search by UN number or proper shipping name. I'll look by UN number. Choose the proper description for your item and click Select.

The UN number, proper shipping name, classification, and packing group will fill in on the Dangerous Goods tab. Type directly in the Type of Packing box, or click the Builder button for help entering your packing information.

I'm going to choose "fiberboard box." I can enter the value and the unit, then click the plus sign to add it to the statement. Use the Degree button to add that symbol to a flash point if needed. Click OK to return to the Dangerous Goods screen.

If your DG item requires a technical name following the proper shipping name, enter it here. Do not include the required parentheses—Shipping Solutions will automatically add them.

Although the list of dangerous goods for IMO is slightly different from IATA, a button is provided to copy the IATA information to the IMO section. You may need to edit the data if it differs for IMO.

Use the Additional Description box to enter any information that should follow the packing group, such as "Limited Quantity." This information could include a flash point, and a degree symbol can be added here as well.

If you know the values, enter the net weight or volume, gross weight or volume, and cubic meters. You can also import your product data, but that is covered in a separate video.

If you have products that include DG items not listed separately on your commercial invoice, you can list them as subproducts. For example, a car battery needs to be listed on the dangerous goods document, but may not appear separately on your invoice.

To add a subproduct:

First, enter the subproduct in the product database. For example, I’ve entered a subproduct called "Car Battery."
Then go to the main product—in this case, "Vehicle 1" or "Automobile."
Go to the Dangerous Goods tab, click Manage Subproducts, and on this screen, locate the car battery and click Add.

The item will be copied to the lower grid, showing that it is a subproduct to this product. Repeat this process for as many subproducts as needed. Click Close.

The subproduct now appears at the bottom of the IATA section of the screen. You must enter the subproduct separately for both IATA and IMO.

Click Save and Close.

Now that your dangerous goods information is entered in the products database, you're ready to create a specific shipment.

Go to the EZ Start tab. Create your shipment by clicking the New button or by copying a previous shipment. Create your shipment as you normally would.

I'll enter some contacts, and then I'll add some products. I click Add from Database, enter a quantity, and then click the Dangerous Goods tab.

If you entered DG information for your products in the Databases tab—as we just did—that information will auto-populate. If not, click Lookup DG to search for your item in the IATA database.

Since your shipment is either air or ocean (but not both), you do not need to complete both the IATA and IMO sections.

If this is an air shipment, enter the quantity here. Do this for each product. Since this quantity may differ from the commercial invoice quantity, it is not copied from the Invoices tab.

If you didn’t enter the type of packing or technical name in the product database, you can enter it here if required. The Include on IATA checkbox will default to checked. If you do not want to include this item on the IATA DG document, uncheck the box.

If this is an ocean shipment, click the Copy to IMO box to move the data to the IMO section. Enter the IMO quantity here. Again, this could be different from the commercial invoice quantity.

If you didn’t enter packing information, technical name, additional description, or weights in the database, you can enter them here.

The Include on IMO checkbox defaults to checked. If you don’t want to include this item on your IMO DG document, uncheck the box. Click Save and Close.

Now click the plus sign next to Dangerous Goods. If you're shipping via air, click the Dangerous Goods IATA screen. If you're shipping via ocean, truck, or rail, click the Dangerous Goods IMO screen.

Dangerous Goods IATA Screen

Complete the fields in the top section, including a 24-hour phone number (which must be monitored at all times during transport) and check the box if the shipment contains radioactive material.

To add additional handling information, choose a saved phrase from the drop-down or type your own.

Your DG items will be listed here, including products from the EZ Start Product Details screen and any subproducts. Reorder items by clicking the first column and right-clicking to edit or add an item.

Now we're on the IATA Product Details screen. This displays:

Packing instructions
Maximum net quantity per package for limited quantities
Passenger/cargo and cargo-only aircraft
Special provisions from the IATA DG database

If your DG data was already stored in the database, it will auto-populate. Otherwise, click Lookup DG to search and complete any missing fields.

Two additional fields—PSN Qualifying Prefix and Suffix—allow you to add required terms like "Waste" or "Stabilized" to the proper shipping name.

Packing instructions can be copied from the top section. Add authorization codes if needed. Click Save and Close.

There are two display formats:

Columns (grid view)
Double slashes (non-columnar)

Use the Format Computerized button to preview the non-columnar format. Click Format Manual to return to the column view.

If you've unchecked the "Include on IATA" box for certain items, check the Show Excluded box to view them.

Once complete, you’re ready to print the IATA documents.

Dangerous Goods IMO Screen

Complete the fields in the top and bottom sections, including the 24-hour phone number and any additional handling instructions.

DG items will appear in the grid, including main products and subproducts. Reorder items using the first column, and right-click to edit or add an item. This opens the IMO Product Details screen.

If your DG info was stored, it will populate. Otherwise, click Lookup DG. Remember, the list of dangerous goods for IMO may differ from IATA, so edits may be needed.

Fill in missing fields, then click Save and Close.

To view excluded items, check the Show Excluded box. Click Save and Close when finished.

Printing Your Dangerous Goods Documents

Go to the EZ Start tab and click Preview/Print/Email.

You can print:

IMO DG Documents as a full form or data-only (for preprinted forms)
IATA DG Documents in multiple formats:
- Columnar
- Non-columnar with slashes
- Full document
- Data-only
- Without red border

To customize these documents, go to the Tools tab, open Customized Documents, and select the DG form you wish to modify.

On the IMO screen, you can toggle net weight or cubic meters. Most forms allow you to adjust field labels.

Important: Proper training is required under federal and state regulations to handle dangerous goods and hazardous materials. All persons and entities must comply with federal laws. InterMart provides these instructions to assist properly trained shippers. These materials do not alter or satisfy any regulatory requirements.

For more information, call 888-890-7447 or visit shippingsolutions.com.

Thank you for watching.

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When you're shipping dangerous goods by air, you need to properly complete the required transport documents: the air waybill and the Shipper’s Declaration for Dangerous Goods (commonly referred to as the IATA Dangerous Goods form).

The main purpose of the Dangerous Goods Declaration (DGD) is for the shipper to provide critical information to the aircraft operator or carrier in a format that is consistent throughout the transportation industry. This standard is part of the International Air Transport Association (IATA) Dangerous Goods Regulations (DGR).

This article explains what the IATA Dangerous Goods Declaration is, when it's required, how to complete it properly, and how to simplify the process using export documentation software.

When Is the Shipper’s Declaration Required?

Section 8 of the IATA-DGR begins with the statement: “A Shipper’s Declaration must be completed by the shipper for each consignment of dangerous goods.”

The IATA Dangerous Goods form is required when shipping regulated hazardous materials by air. Examples include:

Flammable liquids (e.g., paint, alcohol-based products)
Lithium batteries
Compressed gases
Corrosives
Toxic or infectious substances

Certain exceptions apply. When in doubt, consult the current IATA Dangerous Goods Regulations (DGR) or your freight forwarder.

There are nine materials that have a low risk and are excepted from this requirement:

UN 3164, Articles, pressurized, hydraulic
UN 3164, Articles, pressurized, pneumatic
UN 3373, Biological substance, Category B
UN 1845, Carbon dioxide, solid (dry ice) when used as a refrigerant for other than dangerous goods
Dangerous goods in excepted quantities
UN 3245, Genetically modified organisms and genetically modified microorganisms
Lithium ion or lithium metal cells or batteries meeting the provisions of Section II of Packing Instructions 965–970
UN 2807, Magnetized material
Radioactive material, excepted packages

For each consignment of dangerous goods as defined and regulated by the DGR, the shipper is required to:

Use only the correct form in the correct manner.
Ensure the information is accurate, easy to identify, legible and durable.
Ensure that the shipment has been prepared in accordance with the DGR.

These requirements are essentially what the dangerous goods shipper is declaring when they complete the IATA Dangerous Goods form and what appears in bold type in the bottom left-hand corner of the form:

I hereby declare that the contents of this consignment are fully and accurately described above by the proper shipping name, and are classified, packaged, marked, labeled/placarded, and are in all respects in proper condition for transport according to applicable international and national government regulations. I declare that all of the applicable air transport requirements have been met.

The Dangerous Goods Declaration must be signed and dated by the shipper. Other persons employed to act on behalf of the shipper such as consolidators, freight forwarders and cargo agents may sign the DGD on behalf of the shipper.

Even though the IATA specifies retention of the transport documents for a minimum of three months, the U.S. Department of Transportation (DOT) requires 24 months. Electronic versions may be used if they can be reproduced in printed form.

How to Complete the Shipper’s Declaration for Dangerous Goods

The following information should be included on the top half of the IATA Dangerous Goods form:

Missing or incorrect UN number
Using an outdated version of the IATA form
Omitting the technical name when required
Incorrect packaging or packing group listed
Failure to include emergency contact information
Not retaining documents for the required 24 months (per U.S. DOT regulations)

Shipper—Full name and address of the shipper.
Consignee—Full name and address of consignee.
Air Waybill Number—The number of the air waybill (AWB) to which the declaration form will be attached. This number may be left blank and completed by the shipper’s agent or airline.
Page of Pages—The page number and the total number of pages. For example, a single page will read “Page 1 of 1.”
Shipper’s Reference Number—Optional field providing the shipper with an opportunity to enter an internal organization reference number.
Transport Details—Specifies if there are aircraft limitations. The shipper indicates if the consignment complies with the limitations for passenger and cargo aircraft, or if the consignment is limited to cargo aircraft only. Passenger aircraft limits are more restrictive. The shipper must strike out the box that doesn’t apply.
Airport of Departure—Enter the full name of the airport or city of departure. The three-letter airport code is not acceptable. This information can be left blank and completed by the agent or airline.
Airport of Destination—Enter the full name of the airport or city of destination. The three-letter airport code is not acceptable. This information can be left blank and completed by the agent or airline.
Shipment Type—Non-Radioactive/Radioactive. The shipper must strike out the box that doesn’t apply.

Two IATA Dangerous Goods Declaration Formats

There are two acceptable IATA Dangerous Goods Declaration formats—one that lists the product information in columns and one that uses a non-columnar or open format. You’ll find a sample columnar form here and a non-columnar form here.

The open format of the IATA-DGD form lacks the defined columns. Instead, the open format requires the shipper to enter the four sections of information listed below using a double hash mark (“//”) to separate each section.

Regardless of which format you use, the remaining information on the DGD is the same; it’s just formatted slightly differently.

Nature and Quantity of Dangerous Goods

The Nature and Quantity of Dangerous Goods box on the form is broken down into four sections. This is important for explaining the required information and how it is presented. (Radioactive shipments require more specific details and aren’t covered here.)

Section One: Identification

The first section includes four pieces of information that identify the article or substance being shipped. The identification or basic description is standardized globally by the way it is formatted. This format provides emergency responders the immediate information they need to react appropriately in case of an emergency.

This section starts with the UN or ID number from Column A in Section 4.2 of the DG list. All entries begin with UN, with one exception: consumer commodities, which is ID 8000.

The third part of this section is the class or division of material followed by any possible subsidiary risk from Column C of Section 4.2.

Part four, when assigned, is the packing group. There are three packing groups that indicate the degree of danger and are indicated in Roman numerals I, II or III. Not all goods have packing groups.

All of the information in this section must be in the correct order with no other unrelated information interspersed. For example, an entry may look like: UN1993, Flammable liquid, n.o.s. (Acetone solution) 3, III.

Section Two: Quantity and Type of Packing

From my experience, this is where most shippers have problems.

Start with the total number of packages of the same type and content and then the type of packaging. You can enter the name of the packaging used or enter the UN codes for the type of packaging and the material of construction. There are no requirements to indicate the number of inner packages.

Referring to the maximum net quantity indicated in Columns H, J or L in Section 4.2 of the DGR, enter the net quantity, abbreviated or in full, in each package in weight or volume or, when applicable, the gross weight. You must enter this information for each item in your shipment bearing a different proper shipping name, UN/ID number or packaging group.

When you have used an overpack, you must include the words “Overpack Used” immediately after all the entries related to packages within the overpack. These packages are always listed first on the IATA DG form. Multiple overpacks with identical contents are identified as “Overpacks Used x (the number of identical overpacks).” Multiple overpacks with different contents must be identified separately.

There may be other details that you may be required to enter here, but which can’t be covered in an article like this and require DG training. This includes the specific format required for “explosives” entries and “no-limit” entries; and “all packed in one” entries and their corresponding Q values.

Section Three: Packing Instruction

Enter the applicable packing instruction.

When shipping dangerous goods by air, there are a variety of packing requirements. These are specified in Section 5 of the DGR.

Each entry in the list may have three choices with specific packing instructions to follow. These packaging instructions all have three numbers and start with the class number. They are: limited quantities (which start with the letter Y), passenger and cargo aircraft and cargo aircraft only.

Even though the list in DGR Section 4.2 provides the maximum package net weight or volumes, it is important that the shipper consult these packing instruction details in Section 5 since they will provide the specific requirements depending on the packaging selected or permitted.

Section Four: Authorizations

Certain entries can only be transported by air based on special provisions usually mandated by competent authorities. The DOT is the competent authority in the U.S. These special provisions include quantity limitations, packaging requirements, aircraft type and any other relevant information. The special provision number that includes a prefix of the letter A must be entered here.

Additional Handling Information

Enter any specific handling information relevant to the consignment.

The emergency response telephone number for shipments to, through or from the U.S. must be entered here. The telephone number is not required for limited quantities.

For infectious substances, the name and telephone number of a responsible person must be included.

For self-reactive substances and organic peroxides, the shipper must indicate that the packages containing these substances must be protected from direct sunlight and stored away from all heat sources in a well-ventilated area.

Name of Signatory

Finally, the bottom section of the DGD requires a signature with:

The name of the person signing, which is mandatory and must be printed.
The date can be written out in full or in any of the following formats: DD/MM/YYYY, DD.MM.YYYY or DD/MMM/YYYY.

The shipper named on the air waybill is responsible for:

Determining whether the goods meet the definition of dangerous goods under IATA DGR.
Properly classifying, packaging, marking and labeling the goods.
Completing and signing the Shipper's Declaration for Dangerous Goods.

This declaration must be signed by someone who has completed appropriate dangerous goods training in accordance with IATA and U.S. DOT regulations. Training must be updated every two years under DOT regulations.

Who Should Complete the IATA Form?

When shipping dangerous goods by air, the shipper is responsible for completing the Shipper's Declaration for Dangerous Goods form. The person completing the form should be properly trained. As you can imagine, the form needs to be correctly completed in detail, or your shipment may be rejected.

In fact, proper training is required under federal and/or state regulations to handle dangerous goods and/or hazardous materials. (To understand the distinction, read the article Hazardous Materials vs. Dangerous Goods: What's the Difference?) This ensures that everyone who directly affects the safety of a shipment is knowledgeable in all the specific job-related functions that may directly apply to them such as identification, classification, packaging, marking, labeling/placarding and completing the appropriate shipping papers.

You’ll find an explanation of the different types of hazmat training options that are available in the article, Training Employees Ensures Compliance with Hazmat Shipping Regulations.

The Easy Way to Complete Dangerous Goods Forms

Shipping Solutions Professional export documentation and compliance software is the easy way to complete your IATA and IMO Dangerous Goods forms. If you already know all the dangerous goods-related information for your products, you can store them in the Shipping Solutions Product Database so the information automatically fills in when you select your products.

If you don’t yet know the dangerous goods information for your products, Shipping Solutions Professional includes the IATA database of dangerous goods, so you can use the software to find the appropriate information and then complete the dangerous goods forms.

The video at the top of the page shows how to store your products' DG information in the Shipping Solutions database, how to create the documents on the EZ Start screen, and all the options for printing the documents.

The video transcript is below the video, and if you have any trouble viewing the video, you can watch it on our website support page or YouTube channel. Check out our other videos too!

Disclaimer

Proper training is required under federal and/or state regulations to handle dangerous goods and/or hazardous materials. All persons and entities must comply with all federal regulations, including but not limited to the specific training requirements of 49 C.F.R. (172.000– 172.704). InterMart provides this form and instructions to assist properly trained shippers.

The materials provided by Shipping Solutions in no way alter, satisfy or influence any federal or state requirements. The information provided does not meet the training requirements as required in DOT 49 CFR. The study and/or use of Shipping Solutions software does not qualify an individual to prepare, package, transport or otherwise handle dangerous goods or hazardous materials.

The information contained in this document is subject to change or update due to changing government regulations. The user of this document assumes responsibility for complying with all applicable laws and regulations regarding the shipment of dangerous goods. InterMart shall not be held responsible for any loss, injury and/or damage caused by errors, omissions, misprints or misrepresentations of the contents of this software, forms or documentation or for any unauthorized or inappropriate use.

See how Shipping Solutions can help your company complete dangerous goods forms: Sign up now for a free online demo. There's no obligation!

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This article was first published in September 2017 and has been updated to include current information, links and formatting.

About the Author: Robert Smith

Robert M. Smith is CEO and senior instructor of CARGOpak Corp. based in Raleigh, North Carolina. Robert is a dangerous goods and hazmat specialist with more than 30 years experience as a consultant, UN POP designer, and dangerous goods and hazmat training facilitator.

His company consults with clients on various hazmat compliance issues as well as develops and conducts training on dangerous goods/hazmat transport both domestically and internationally through a variety of training formats including web-based, on-site, and public classes. Robert has assisted a broad range of clients in dangerous goods/hazmat transport compliance through the United States, Canada and abroad.

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