What is shipping documents used for export

The Freight Forwarder will ensure the shippers or the seller prepared compliant shipping documentation to do customs declaration and arrange for export the goods including specific terms on how the goods will be shipped in the agreement for the benefit of the exporter or seller that will help facilitate the movement of goods. All export documentation must be completed correctly to avoid any missed shipments, delay for the shipment, port demurrage charges or fines to the client. The documents needed for export is as below:

1. Commercial Invoice

The commercial invoice is a document used to described the customs declaration that identifies the value and quantity of the shipped products include information for buyers, freight forwarders, customs, agents, and banks. It is one of the most important documents provides critical information and instruction to all parties involved. The info stated in the commercial invoice is:

  • Shipper and consignee name, address, and contact details
  • Description of Products
  • Quantity of Unit
  • Incoterm
  • Port of Loading
  • Port of Discharge
  • Unit Value
  • Currency Sold

2. Packing Lists

The packing list is a document used by freight forwarders to prepare a Bill of Lading for the Customs Declaration that identifies the quantity of unit, weight, dimensions, and description of the products shipped. The information listed on the commercial invoice must match on the packing list especially the number of units. The info stated in Packing List include:

  • Shipper and consignee name, address, and contact details
  • Measurements of the shipments in total Net Wright and Gross Weight
  • Details of the number of packages
  • Shipping Marks or Seal Number
  • Loading and packaging contained in the shipment

3. Bill of Lading

Bill of lading work as a receipt of freight services, a contract requiring the carrier to carry the goods specifically from one point to another, in exchange for a payment of freight. It is the common document used in international shipment as a legal transferable document of title, which allows the goods to be sold by assigning the title to the new owner.

  • Shipper and consignee name, address, and contact details
  • Purchase orders or special reference number
  • Special instructions for the carrier
  • Pick up Date
  • Description of the goods
  • Packaging type

4. Letter of Instruction (SLI)

Letter of Instruction (SLI) is an instruction for the freight forwarder on how and where to handle the export shipment. The Freight Forwarder will act as the authorized forwarding agents to handle the export shipment and do the customs declaration.
  • Shipper and consignee name, address, and contact details – Shipment under Letter of Credit
  • Notify Party (if Required) – Shipper’s Reference Number
  • Type of Shipment
  • Insurance
  • Requires pickup (Y/N)
  • Shipping Marks
  • Incoterm
  • Documentation Instruction
  • Port of Loading
  • Port of Discharge
  • Vessel Name
  • Voyage Number
  • Seal Number
  • Contact Number
  • Value of goods sold
  • Currency
  • Total Number of Packages
  • Total Gross Weight (KGS/LBS)
  • Total Packing Size (CBM/CUFT)
  • Commodity/ Nature of Goods
  • ISPM Packing details
  • Hazardous Cargo Details (If required)
  • Country and State of Origin (product)
  • Special Instructions
  • Confirmation (Chop, Name, Date)

5. Forwarding Instruction

The Forwarding Instruction is a document that stated important information about an import-export shipment to prepare the Bill of Lading Document. The information includes
  • Shipper, consignee, and carrier name, address, and contact details
  • Value of goods sold
  • Type of Shipment
  • Commodity/ Nature of Goods
  • Description of the goods
  • Total Number of Packages
  • Total Gross Weight (KGS/LBS)
  • Total Packing Size (CBM/CUFT)
  • Special Instructions

6. Verified Gross Mass (VGM)

The Verified Gross Mass (VGM) is a document provided by the shipper or seller to the carriers and port terminal representatives before the load list cut-off date. It is to increase maritime safety and reduce the risks of the damage of the cargo and container. It is the weight of the cargo including dunnage and the tare weight of the container. It is attached to a shipping document before vessel loading.
  • Shipper and consignee name, address, and contact details
  • Container Number
  • Seal Number
  • Booking Number
  • Voyage
  • Vessel Name
  • Total Verified Gross Mass
  • Statement Method 1 (Total Weight of the container after packed)
  • Statement Method 2 (Total Weight all the cargo and contents weight together with container’s tare weight)
  • Verified Gross Mass (VGM) Maxx Weight (KG or LBS)
  • Licensed Agent Confirmation (Chop, Name, Date)

7. Certificate of Origin (CO)

The Certificate of Origin (CO) is a document prepared by manufacturer to declare commodities or goods manufactured from origin countries by a government entity or chamber of commerce. It is important because it can help to determine whether certain goods are were made and eligible for import-export, or whether goods are subject to duties.

  • Shipper and consignee name, address, and contact details (Exporter)
  • Nature of Goods
  • Total Packing Size (CBM/CUFT)
  • Country of Origin declaration
  • Declarant Issuer (Chop Name, Signature, Date)

8. Manufacturer’s Declaration

A manufacturer’s declaration is a flexible document that usually contains a statement from the issuing company including Newly Manufactured Declaration, Non-Asbestos Declaration, New Prefabricated Units Declaration & New Shipping Containers Declaration. In other words, it’s proof the goods have been produced by the manufacturer, fullfill the general product requirements and on hand and ready for shipment.

  • Manufacturer (or supplier) name and address
  • Seller and manufacturer name and address
  • Buyer and consignee name and address
  • Importer of record number, name and address
  • Country of origin
  • Container stuffing location
  • Consolidator name and address
  • Commodity Harmonized Tariff Schedule number for each product on the shipment
  • Master bill of lading number
  • House bill of lading number (if required)