Documents Required for Heavy Goods and Cargo Shipping

When shipping cargo, the sender usually spends more time managing pallets, even though we all know that the cargo shipping journey is a complex process. 

One of the challenges often faced is shipping documentation.

When shipping cargo, whether domestically or internationally, shipping must be accompanied by relevant documentation.

There are many types of shipping documents required for cargo shipping, depending on the shipping route chosen. 

Forms, documents, and reports are needed so the shipping process can run smoothly. 

Whatever shipping method is chosen, the special shipping team at ABC Express is ready to provide information and ensure that you have all the documentation needed.

What types of documents are required when shipping cargo? 

Let's look at some important documents you need to know about before sending pallets on their journey.

Release Order (RO)

Release Order is a letter of instruction for the release of container assets from supplier to customer. The form of a release order document is a request for permission to pick up (containers) by a certain party.

The release order form includes dealer details and all other details regarding the material released from the warehouse.

Shipping Instruction (SI)

Shipping Instruction, or SI, is a document that provides detailed shipping specifications, such as container number, seal number, exact number of packages, commodity HS code, etc.

The instructions in the document are used to create your Bill of Lading or Sea Waybill, which is the primary legal transportation document used in shipping.

Shipping Letter

Before the container departs, the freight forwarding company must provide a shipping letter to the trucking company as proof that the container has permission to proceed to the port for the process of loading onto the vessel. 

The Shipping Letter contains the type of goods, quantity of goods, and signatures from the seller/shipper, driver, and warehouse officer. 

What if there is a freight forwarding company that has its own trucking service? Then the shipping letter is for internal company use between departments. 
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Bill of Lading (BOL)

Bill of lading (BOL) is an official contract between the shipper or goods owner and the freight carrier. 

It is a document used to confirm the receipt of goods for shipping, and can only be signed by an official representative of the carrier after receipt so that the shipment can be released. 

The BOL will include detailed information about the shipping destination, goods included, and how they should be handled.

The BOL itself has the function of

• Receipt of goods: States that the goods have been loaded onto the vessel. 
• Document of ownership: Used for goods pickup at the discharge port. 
• Agreement contract: States that goods will be loaded onto the vessel until they reach their destination 
  

Some types of BOL:

• House BOL: A BOL letter issued by a forwarding company (Freight Forwarding Service)
• Through BOL: The shipping company issues the letter from POL (Port of Loading) to POD (Port of Discharge).
• Combined Transport BOL: BOL covers the transport of goods using more than one type of transportation method. 

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Read: Steps and Requirements for Exporting Goods Abroad

Airwaybill or Railwaybill

Air Waybill (AWB) is a mandatory document that cannot be negotiated. This document is issued by the airline as acknowledgment of shipment ownership. 

The AWB also serves as a receipt for the shipper. The document shows the shipping destination address as well as contact information for the shipper and recipient.

By comparison, Rail Waybill is a document used for shipments via train. This document is prepared by the railway company, after receiving instructions from the shipper.

Packing List

Like the Bill of Lading, the packing list is a mandatory document in goods shipping. 

The packing list details down to the smallest detail, information about the cargo. Including weight, volume, and value, not only the entire cargo but also each individual box.

The packing list provides information to the shipper, importer, customs office, and carrier, about the goods shipped without needing to physically verify the contents. 

If customs decides to inspect the shipment, the packing list serves to help identify goods that could trigger an alarm. 

The packing list will save time and reduce the risk of cargo damage by avoiding the need to open each shipment box.

It is very important to create a packing list as accurately as possible because this document can be used to generate a Bill of Lading. 

ABC Express Ready to Help

Organized shipping documents are an important part of running a business, with ABC Express, you can ensure your business runs smoothly.

ABC Express is ready to help our customers at every step through the shipping process, including all organized and easy-to-maintain shipping documents, so you can focus on running your business better. 

Contact ABC Express Our team is ready and willing to answer any questions you have and ship your goods.

Learn more about ABC Express services!‍