Additional Resource

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Key Shipping Documents

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**Commercial Invoice**  

The Commercial Invoice is a vital document for ocean freight shipments. It serves as the bill from the seller (exporter) to the buyer (importer) and is essential for customs clearance.

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**Packing List**  

The Packing List is another crucial document for international ocean freight. It provides a detailed breakdown of the cargo described in the Commercial Invoice, including specifics on packing methods and any identifying marks or numbers on the shipment boxes.

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**Export/Import Customs Declaration**  

An Export or Import Customs Declaration outlines the details of the goods being transported internationally. This declaration is critical for customs procedures, as it shows the intention to place goods under customs regulation. It aids in customs clearance and helps determine applicable duties or taxes, and is typically prepared by a customs broker based on the invoice and packing list.

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**Bill of Lading & Sea Waybill**  

The Bill of Lading is a comprehensive document issued by the carrier, acting as a transportation contract and confirming that the goods have been received in good condition. The holder of this document has control over the cargo.

Conversely, the Sea Waybill also functions as a transport contract but is not required for cargo delivery and serves only as a receipt. It is non-negotiable, meaning it cannot be transferred to another party.

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**Certificates (Production, Vessel, Phytosanitary)**  

Depending on your cargo type, you may need specific certificates:

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- **Production Certificate:**

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Verifies that materials come from sustainable sources and is necessary for shipping in or out of regions with related regulations.

- **Vessel Certificate:**

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Confirms vessel ownership and provides details about its age and maintenance, often required for Letters of Credit.

- **Phytosanitary Certificate:**

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Ensures that plants and plant products are free from regulated pests and meet the importing country’s phytosanitary standards.

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**Air or Rail Waybill**  

The Air Waybill (AWB) is a non-negotiable document issued by an air carrier acknowledging the shipment’s possession. It serves as both a bill of lading and a receipt for the shipper, detailing the shipment's destination and contact information.

In contrast, the Rail Waybill is used for railway shipments, prepared by the shipping agent or railway after receiving instructions from the shipper.

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**Arrival Notice**  

The Arrival Notice, or Notice of Arrival, alerts recipients that cargo is arriving at its destination. It includes details like the description of the goods, sailing information, customs charges, and the ocean freight carrier’s contact information. This notice is sent by the carrier’s destination agent to the consignee and other relevant parties listed on the Bill of Lading.

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**Certificate of Origin**  

The Certificate of Origin states the country where a good was produced. It's frequently required and includes details about the product, its destination, and the exporting country, helping determine import eligibility and applicable duties.

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**Importer Security Filing (ISF)**  

An Importer Security Filing may be necessary for shipments entering the U.S. This document, governed by U.S. Customs and Border Protection regulations, is required for ocean imports. Importers must provide specific data to their customs broker at least 24 hours before the shipment departs from the last port of origin.

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**Letter of Credit**  

A Letter of Credit is a key payment method in international trade. This irrevocable document represents a bank's commitment on behalf of the buyer (importer) to pay the seller (exporter) a specified amount in an agreed currency. It outlines the required documentation and details about the goods, including descriptions and quantities.

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Understanding Shipping Documents  

Whether you’re dealing with a Bill of Lading, crafting a Packing List, or preparing a Certificate of Origin, familiarity with Incoterms can guide you through the process.

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