SHIPPING INSTRUCTIONS
TO UNDERSTAND THE QUOTE YOU’RE GIVEN
When requesting a quote from a freight forwarder, be as precise as you can be about your shipping commodity, in order to make sure you don’t get surprised with extra changes. You have to clearly mention into your shipping instructions to the freight forwarder as much as possible specific details of your shipment.
Always state sender, recipient contact details, content, delivery conditions, number of parcels, weight and if necessary dispatch regulations.
The documentation required for correct handling of an order depends on the route, the type of consignment and the customer's specifications.
Unless otherwise agreed, the responsibility for documentation is assigned as follow:
Document control by the Freight-Forwarders:
✓ Shipping Order S/O (the basic document for preparing other transport documents such as bill of lading, air waybill, etc.)
✓ Air Waybill - AWB (prepared by the airline)
✓ House Air Waybill - HAWB (prepared by the forwarding agent)
✓ Bill of Lading - B/L (prepared by the shipping company)
✓ House Bill of Lading - Groupage (prepared by the forwarder)
✓ Delivery and pick up notes
✓ Manifests
✓ Insurance certificates
Common Export Documents: Documents that must be drafted and provided by the commercial shipper.
✓ Shipping Instructions S/I
✓ Commercial invoice
✓ Proforma invoice
✓ Dangerous goods declaration
✓ Packing list
✓ Insurance Certificate / Policy (prepared by insurer or insurance agent or insurance broker)
✓ Letter of Credit - L/C (prepared by the issuing bank upon an application made by the importer)
✓ Certificate of Origin
✓ Certificate of Health
✓ Certificate of Analysis
✓ Export Licenses - Electronic Export Information (EEI)
✓ Destination Control Statement (may be required)
✓ ATA carnet - Temporary shipment certificate
✓ Fumigation Certificate
✓ Phytosanitary Certificate
Invoice:
Trade or pro-forma invoice with the value of the listed goods, also in the case of goods being delivered for free or on the guarantee. A pro-forma invoice must, however, list the value, which corresponds to the real trade value.
Note:
Customs documents are usually prepared by the shipper before the cargo is made available. Freight documents are issued as the consignment is despatched. This data serves as a base for generating all other documents.
Carton markings for export shipments:
To pack your product effectively for export, you must provide complete, appropriate and accurate package markings. There are several considerations that govern your shipment marking.
First, you must make sure that whatever markings you put on the outside of a carton can easily be read by anyone, anywhere in the world.
Second, you must meet shipping regulations and ensure the proper handling of your goods.
Finally, the shipper must know when to mark his cartons on the outside with what is truly inside (there are times especially during a production process when that's the last thing you should do)!
Label boxes with required information
Symbols have international appeal (examples)
Commercial shipper can purchase self-adhesive labels with the international carriage symbols.
These are cautionary symbols providing carriers and handlers with instructions on the correct manipulation of the packages.
Special shipping instructions:
Documents must strictly comply with the shipping instructions and the applicable regulations of origin, transit and final destinations.
Special shipping instructions i.e. special handling or COD instructions, etc... are clearly highlighted to ensure compliance when goods are dispatched.
Dispatch of documents:
Documents required at the destination country i.e. Air Waybill, commercial invoice, customs documents, etc... Travel with the consignment in a pouch.
How to ensure payment?
With export transactions, it may be necessary not only to see to the safe delivery of your goods but to ensure its payment as well.
A freight forwarder will gladly advise you on this in detail.
This is how you can do it:
✓ L/C (Letter of Credit)
✓ CAD (Cash Against Documents)
✓ COD (Cash On Delivery)
Thanks to Freight Forwarders worldwide partners network COD consignments can be delivered to almost any country in the world.
Please state the payment method on the forwarding order and enclose the necessary documents i.e. copies of L/C, bank address, notifying address etc...
Tips & Tricks: Nailing you with hidden charges
✓ Be precise and provide the specific size and actual dimensions of boxes or pallets to export.
✓ Total weight of the shipment, including pallets if used.
✓ Is the shipment palletized? Some carriers charge more for non- palletized shipments because it requires more time to load.
✓ The transit time required from pickup to delivery. As you would expect, “rush jobs/express” cost more.
✓ Is a lift gate is required for pickup or delivery? In other words, can the truck pull right up to a dock or will the shipment need to be lifted onto the truck from the ground? You can and will be charged more when lift gates are required.
✓ Is the pickup or delivery in a residential area, warehouse or on a construction site? Some carriers have surcharges for delivery to these types of locations.
✓ Is this a hazardous material or a dangerous good shipment with special requirements? Again, this may require special equipment for shipping that can cost more.
✓ What is the correct Incoterm (+name of the place) and aligned with the commercial trade?
✓ Does the shipment require any special handling like refrigeration or will it need to be shipped with a tarp if on a flatbed?
✓ To guarantee a speedy customs clearance, though, the customs documents should be attached. It may even help you save money if you have the right documents ready.
✓ Will the shipment need to be stored at the destination?
✓ Always check carefully which documents are needed to allow you to import your goods and to be able to benefit from better tariff rates.
✓ Customs expert has access to actual country lists and customs tariffs and can inform you accordingly.
Example - Import of Clothes
In most cases, the import of clothes is strictly regulated and quite often needs an import permit. The documents required for this permit depend on the country of origin or sale. If you ask your supplier to provide the necessary documents in time, you can apply for the permit even before the consignment has arrived.
Dangerous Goods:
As is the case, with road and sea cargo, in the area of air cargo there is also binding regulations that must be strictly followed.
What now are "dangerous goods"?
We quite often do not take into consideration that appliances carry dangerous goods within them i.e. batteries, gas cartridges etc... Or that companies send give-away articles to their customers i.e. lighters, matches, adhesive tapes etc... And that some types of cosmetics belong to this category as well.
All this may have direct consequences:
Should there be an accident as a result of undeclared or wrongly declared dangerous goods, it is the sender who is liable for any damage arising.
The commercial shipper has to know exactly what is contained in his consignment.
All dangerous goods have to be declared (Shippers Declaration for Dangerous Goods) and packed according to the regulations.
Depending on what makes your goods dangerous you need certain details, i.e.:
... The ignition point with flammable products
... The LD 50 value of poisonous products
... The corrosion time with corrosive products
Loading facilities for air cargo
All airlines use standard loading facilities in their large-capacity aircraft such as airfreight palettes or containers. Some airlines offer containers for special transports, i.e. hanging garments, cooled goods, animals etc...
Airlines - Abbreviations and Codes:
Every airline is awarded a code by the I.A.T.A (International Air Transport Association), which consists of a 3 digit number combination (PRE-FIX) as well as a 2-letter abbreviation. These codes are to be found in all documents, which are used in air transport i.e. Airway bill or ticket numbers beginning with these codes.
Click on IATA Logo to use the Airline and Airport code search engine.
Transport possibilities and Loading Regulations
Customs Airports:
Airfreight consignments also have to correspond to the customs regulations of the country of origin and of the country of destination. That is why air cargo may only be sent from (or to) so-called "Customs Airports", which provide means for customs clearance. We will gladly inform you whether your supplier’s or senders nearest airport belongs to this category.
Loading Regulations:
Depending on airplane and destination there are limits concerning dimensions and gross weight of the individual package. With larger packages, it may be a matter of a few centimetres if the goods will find space on the aircraft. This depends mainly on the height of the package, but its width and length are also determining factors for loading onto certain types of aircraft.