Shipment Documentation Process

 

Shipment Planning And Documentation Process

Changing to this job , i have learn about process of procurement , and now , new topic for me as it's related to import&export, sort of trading knowledge, a new area that i din't really touch before. Hereby sharing some of the knowledge that i collect from internet about shipping process.

 

There are 4 stage of process for shipment planning which include Pre-Booking Stage,Booking Stage, Post-Booking Stage & Discharge Stage

Each Stage involve different documentation with specific keywords, sometimes it might confuse but don't worry , you can check with your shipper/consignee/freight forwarder.

This blog will note about those documentation that might need for each stage includes but is not limited to:

1.Pre-Booking Stage

• PI- Proforma Invoice – Preliminary bill of sale
• CI- Commercial Invoice – Contract of sale 
• PL- Packing List – Itemised list of the shipment’s contents
• CO- Certificate of Origin – Establishes the country of origin of the goods
• LC- Letter of Credit (if used) – Promise by the importer’s bank to pay the exporter an agreed upon sum  

2.Booking Stage

• Booking Note – Contract for reservation of carrier space 
• Dangerous Goods Declaration (if required) – Declaration by the exporter that the shipment contains goods classified as dangerous or hazardous 

3.Post-Booking Stage

• Shipping Checklist – Checklist released electronically by customs prior to the filing of the Shipping Bill  
• Shipping Bill/Bill of Export – Application by the exporter seeking customs clearance of the goods
• VGM Declaration – Declaration of the shipment’s verified gross mass (VGM)
• Gate Pass – Permission for the goods to enter the port
• Shipping Instructions – Exporter’s instructions to the carrier/freight forwarder for shipment invoicing
• Marine Insurance – Document certifying that the goods are insured
• Let Export Order – Endorsement by customs allowing the goods to be handed over to the carrier for export 
• Draft Bill of Lading – Draft released by the carrier before it issues the final Bill of Lading  
• Bill of Lading – Contract of carriage of goods
• Electronic Export Information (for US exports to other countries) – Online cargo declaration mandated by US Customs rules  
• EIC Certificates (for food products) – Certificates issued by the Export Inspection Council (EIC) vouching for the quality and safety of Indian exports

4.Discharge Stage

• Bill of Entry – Legal document filed by the importer with customs on or before the arrival of imported goods  
• Delivery Order – Document issued by the carrier to the importer to take delivery of the goods
• Certificate of Analysis (for food, wine, drugs, etc) – Statement that the goods comply with product specifications and production standards 
• Fumigation Certificate – Confirmation that wooden packaging material used is free of pests

                        To be continue to share for others logistic/shipment knowledge, stay tune