GMR Number in practice – what is it used for and how to obtain it?

International transport is an industry that continuously undergoes regulatory changes. These regulations are adapted to the current international situation and one of the events that significantly impacted this sector was Brexit. As a result, transporting goods between the European Union and most of the United Kingdom now involves additional requirements, including the obligation to obtain a GMR (Goods Movement Reference) number.

If you are planning to transport goods between the EU and England, Wales, or Scotland, this article will be helpful. You will learn how to generate a GMR number, where to check its status and what documents will be required.

What is a GMR (Goods Movement Reference) number?

A Goods Movement Reference (GMR) number is a unique identification code required for the legal transportation of goods between the European Union and Great Britain (specifically England, Scotland and Wales, excluding Northern Ireland) as well as between Great Britain and Northern Ireland.

This article focuses on the regulations regarding transport between the EU and Great Britain.

The obligation to generate a GMR was introduced on January 1, 2022, as part of legal and customs changes resulting from Brexit.

Each transport requires a separately generated number, which consists of a unique character sequence and a barcode. The driver must present it at the port during border control when entering Great Britain. Without it, they will not be allowed to board either a ferry or a train connecting the UK with the EU.

The GMR system was introduced to streamline customs clearances performed by UK customs authorities and to track the movement of goods before they arrive at the border port. This system enables the quick identification and detection of illegal shipments, contributing to increased security in international trade.

Failure to comply with GMR regulations may result in a fine of up to £2,500.

When is a GMR Number required and when is it not?

A GMR number is mandatory for transporting goods between the European Union and England, Scotland and Wales. However, there are exceptions where generating a GMR is not required.

A GMR number is not needed in the following cases:

• The goods being transported to the UK are intended for personal use.
• The goods transported from the EU to Great Britain (Scotland, Wales and England) are carried in personal luggage.
• The goods transported from Great Britain to the EU are carried in personal luggage.

The role of the GVMS System in generating a GMR Number

The Goods Vehicle Movement Service (GVMS) plays a crucial role in the generation of a GMR number.

This electronic system integrates customs data and transport documentation, ensuring that every shipment is correctly registered before reaching the UK border.

By using GVMS, customs clearance becomes faster and more efficient, as the system automatically links each generated GMR number with the relevant customs declarations.

How Does GVMS Work?

• The carrier enters the shipment details into the GVMS system before departure.
• The GVMS system generates a unique GMR number, assigned to the specific transport.
• The driver presents the GMR barcode during border control at the port.
• The GVMS system notifies whether the transport is subject to mandatory customs inspection.

Required documents for obtaining a GMR

To generate a GMR, a complete set of required documents and vehicle registration details must be prepared.

For transport between the EU and England, Scotland, or Wales, the necessary documents may include:

• Vehicle registration number (for transport with a driver),
• Container or trailer reference number (for unaccompanied transport),
• Carrier details,
• Planned route (entry and exit ports),
• ATA or TIR carnet reference number (paper versions of ATA and TIR carnets must accompany the goods throughout the journey),
• UK EORI number (Economic Operators Registration and Identification),
• Declaration specifying whether the goods are being transported under a commercial agreement or a transport contract,
• Import, export, or transit declaration,
• MRN (Movement Reference Number) and/or DUCR (Declaration Unique Consignment Reference),depending on the type of transport.

Each case is treated individually, so before departure, it is crucial to verify the specific documents required for a given transport. The most up-to-date guidelines on required documentation can be found in the official GOV.UK guide >>>

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Step-by-step guide: How to generate a GMR Reference Number?

Creating a GMR number is a simple and quick process, usually taking a few to several minutes. It can be generated by either the carrier or any authorized employee who has the necessary data.

Step 1 – Create an account on the UK Government Gateway System

Go to the official Government Gateway website, enter your contact details and create an account. After completing the registration, you will receive a unique Government Gateway User ID, which will be required for logging in.

Step 2 – Register in the GVMS System

You can create a GVMS registration profile at the same time as setting up your Government Gateway account. Once your Government Gateway account is set up, you can immediately register your company in the GVMS system. The login credentials for both platforms are the same.

During registration, select the option “Transport Company Registration”, then enter the carrier’s details along with the EORI number (How to obtain an EORI number? >>>).

Step 3 – Prepare the required documents and generate a GMR in the GVMS System

Ensure that you have all the necessary documents according to the latest guidelines effective from January 21, 2025. After entering the required information into the GVMS system, generate a GMR number, which will be assigned to that particular transport.

The GMR number, along with the barcode, must be presented at the border control checkpoint at the port or rail terminal. Without it, the vehicle will not be allowed to proceed with the crossing.

How to check the GMR Number and its status?

The current status of goods can be quickly and easily verified by entering the GMR number on the dedicated page at GOV.UK >>>.

No GVMS account or login is required for this process, allowing any driver transporting goods to check, even before reaching the border, whether the GMR number has the correct status or if the vehicle has been selected for inspection.

If the system indicates that the transport has been halted, the driver must proceed to an Inland Border Facility (IBF) for further customs clearance.

Summary

Since Brexit, the GMR number has become one of the most crucial requirements for freight transport between the EU and England, Scotland and Wales.

To generate a GMR, transport operators must register with the UK Government Gateway and GVMS systems, obtain an EORI number and prepare all necessary documents for the specific shipment.

Each transport is assigned a unique GMR number and its status should always be checked before reaching the border. For transport companies, understanding the GMR system is essential to ensure a smooth and uninterrupted movement of goods across the UK border.

Frequently Asked Questions (FAQ)

How much does it cost to obtain a GMR?

Generating a GMR number is completely free and takes only a few minutes when done independently. A step-by-step guide on how to do this can be found in the article above. However, if you choose to use a third-party service, the cost will depend on their pricing policy.

How long is the GMR number valid?

The Goods Movement Reference (GMR) number is valid for 28 days from the date it was generated in the system. If the number expires, a new GMR must be generated through the GVMS system.

Can the GMR number be reused?

No, each GMR number is unique and assigned to a specific transport. Reusing an old GMR is not possible and attempting to cross the border with an expired or incorrect number may result in delays and complications.