The Russian freight transportation market is preparing for significant changes: from September 1, 2025, the provisions of Federal Law No. 140‑FZ and a number of related regulations have already entered into force, which seriously strengthen the responsibility of forwarding companies. In the next two phases, in March and September 2026, further changes are expected that could change the structure of the industry.
Stage one — strengthening responsibility and data protection
According to government regulations № 1146, 1264, 1265, 1317, 1318, forwarders' software and hardware (PTS) should ensure the protection, storage and transmission of information in compliance with security requirements, and be available for inspections by government agencies. Cargo transportation documentation must be kept for at least three years exclusively on the territory of Russia. If prohibited substances are found during transportation, the forwarder is obliged to notify the Ministry of Internal Affairs or the FSB no later than one hour and ensure access to the cargo. The use of PTS outside the Russian Federation will be prohibited. Penalties of up to 1 million rubles and exclusion from the state register of freight forwarders in case of repeated violations are provided for violations of the rules.
Stage two — mandatory registration with GosLog
Starting from March 1, 2026, all forwarding companies will be required to be entered into the GosLog state Register. It will be legally impossible to provide services without registration. The conditions for inclusion in the register are quite strict: the presence of an outstanding criminal record of the head, frequent administrative offenses in business activities will become obstacles to registration. The registry will be public, which will enable customers to check freight forwarders directly, and the government to monitor the industry in real time.
Stage three — transition to electronic document management
Starting from September 1, 2026, most of the forwarding documents (invoices, orders, orders, etc.) must be processed electronically and sent through GIS EPD with accredited operators. Exceptions will remain, but will be limited by regulations from the Ministry of Transport.
What does this mean for business?
– For freight forwarders: increased costs for IT infrastructure, cybersecurity, archive support and staff training. New regulations will require the restructuring of business processes and the emergence of new legal risks: fines, exclusion from the register, loss of the right to work. Small companies are particularly at risk of leaving the market if they fail to cope with the technical load.
– For customers and shippers: in the short term, a possible increase in tariffs and time for adaptation. In the long term, more transparent transportation, reduction of errors, simplification of counterparty control through a single registry.
– For the market as a whole: industry consolidation is expected — up to 20% of freight forwarding companies may cease operations in the first year of changes. This will strengthen the positions of major players, but it may create shady schemes and workarounds for those who do not enter the legal segment. Technological barriers, different digital maturity of participants and legal uncertainties will become a serious challenge.
How to adapt today?
– Audit current IT systems, business processes, and data storage.
– Transfer existing archives and systems to the Russian Federation to meet the new requirement of territorial storage.
– Integrate with electronic document management and GIS EPD operators.
– Develop internal regulations and conduct employee training.
– Update contracts with clients and partners on new terms.
As a result, the new law transforms the freight forwarder from a simple intermediary into a mandatory control node in the transportation system. The transitional years 2025-2026 will become a filter: those who adapt to digital demands and are willing to invest in new things will survive. Those who remain will find themselves in a more transparent, technological and sustainable market.
