SEA FREIGHT DOCUMENTS (Sea Docs) (f)

(C)Copyright Sea Freight Documents 1
WELCOME TO MODULE
SEA FREIGHT DOCUMENTS
Tô Diệp, MBA
Danny Diep To
diepto.pro@gmail.com

MODULE: SEA FREIGHT DOCUMENTS
SESSION DETAIL
Sea Freight Documents 2(C)Copyright
Session 1 Session 2
SHIPPING DOCUMENTATION DOCUMENTATION FLOW
-Introduction
-Transport document UCP600
-Distribution of Shipping Documents
-Sea Freight Adv/ Disadvantages
-Bill of Lading
-Functions
-Types of B/L
-Sea Waybill
-Other Sea freight documents
-Sea Export Process
-Sea Import Process

SESSION 1: SHIPPING DOCUMENTATION

INTRODUCTION
 Documentation is the important jobs in Trading, Banking
and Shipping sectors. It facilitates the smooth flow of
goods and payments throughout the world.
 And it will help you establish the proper internal controls
necessary to make your international transactions safer,
more efficient and more profitable.
 A clear understanding of all documents and their
purpose, how to prepare these, number of copies
required, when and where to file, is a must for all
professionals.

IMPORTANCE OF DOCUMENTATION
 Documentation is a vital component in transportation and
distribution, since they
• Ensure all arrangements are taken care of, from determining
how the goods are to be packed and transported, to
collection of cargo at the place of receipt, right through to
the safe arrival at the place of delivery.
• Act as a safety net for the consignor, carrier and consignee
in terms of liabilities

TRANSPORT DOCUMENTS
UCP 600
 According to UCP 600 (2007) Uniform Customs and
Practice for Documentary Credits, Transport documents are
mentioned from Art. 19-25.
-Art 19: Multimodal/ Combined Transport Document
(MTD/CTD)
-Art 20: Bill of Lading (B/L, BOL))
-Art 21: Non-Negotiable Sea Waybill (SWB)
-Art 22: Charter Party Bill of Lading (BOL used with C/P)
-Art 23: Air Transport Document (AWB)
-Art 24: Road, Rail or Inland Waterway Transport Documents
(Waybill)
-Art 25: Courier Receipt, Post Receipt or Certificate of Posting
(Waybill)

DISTRIBUTION OF SHIPPING DOCUMENTS
 Shipping documents are required for several purposes:
• by the purchaser to verify that the order has been
satisfactorily filled and dispatched and then for payment of
related invoices, and
• by the consignee (who may also be the purchaser), to
clear through customs, obtain delivery and check the
conformity of the goods received against the order, to sue
carrier in case loss/damage/delay occurred.
• Copies of documents may also be required by other
offices for information.

MAJOR MODES OF TRANSPORTATION
 Major Modes of transportation (3)
• Sea-freight
• Airfreight
• Multimodal Transport
 Sea Freight
• Sea freight is the most widely used form of transportation
in international trade (90%). It still has the attraction of
being
-a cheap mode of transport
-for delivering large quantities of goods
-over long distances.

ADVANTAGES/ DISADVANTAGES OF SEA FREIGHT
ADVANTAGES DISADVANTAGES
-Economical -Slow
-Large loading capacity -Transhipment at ports
-Cheap/ very cheap -Higher theft risk in port
-Long distance journey -Not flexible
(route,channel,port…)
-Preferred for bulky, heavy lift,
oversize cargos
-Limited reliability depending
weather
-Fixed timetable worldwide -Long transportation time
-Fixed arrival and departure -Needs of solid packing
-Worldwide network -Normally many handlings
(load, discharge,tranship…)

BILL OF LADING

BILL OF LADING
 The document covering the carriage of goods by sea is
called a bill of lading (B/L or BOL).
 The B/L is the authentic receipt delivered by a carrier,
confirming that the goods therein specified (markings,
types of goods, number of packages, etc.) have been
loaded or taken in charge for loading on a designated
vessel for carriage to a specified port.
 Where a bill of lading issued, the contract between the
cargo owner and the carrier is governed by international
conventions and national laws.

FUNCTIONS OF BILL OF LADING
B/L is an extremely important document that serves 3 functions:
• a cargo receipt of carrier received from customer: it states
that the goods described in it have been loaded on a certain
ship for a certain destination.
• a document of title (a document proving ownership) of the
goods: it means that the goods can be sold to a new owner
who upon legal possession of the B/L (holder) is entitled to
claim the goods. The B/L is thus often described as “the key
to warehouse”.
• an evidence of a transport contract signed by carrier: It is
evidence of the existence of a contract of carriage between
cargo owner and carrier, where the carrier commits to carry
the goods from one point to another.

TYPES OF BILL OF LADING
 There is an enormous variety in bills of lading. It is
consequently useful to draw up a list as complete as
possible of the bills of lading which one can come across.
 Often there is confusion with the name which is given to
the various bills of lading.
 Often the same bill of lading bears a different name or,
the same name is given to different bills of lading. It is
as a consequence necessary to be very cautious during
negotiations and to make sure that the parties concerned
speak about the same document.

TYPES OF BILL OF LADING
 The type of bill of lading used is mainly characterized (2) by
the traffic and the type of goods being carried.
 B/L is varied and plentiful, to be used in the different tasks
depending on the content shown on bill of lading. In the
international trade practice, types of B/L are divided as
follow.

1- IF BASED ON CARGO LOADING STATUS: (2)
RECEIVED FOR SHIPMENT B/L AND SHIPPED B/L
 RECEIVED FOR SHIPMENT B/L (CUSTODY B/L)
• A B/L acknowledges receipt of cargo awaiting shipment.
• When the goods are accepted on the quay or in the
warehouse, for shipment, by the shipping agent before the
ship has arrived,
• a document called “received for shipment” will be delivered,
which represents the goods
• but which is not a real bill of lading, although the content is
exactly the same with one exception: “received” instead of
“shipped”.

RECEIVED FOR SHIPMENT B/L

1- IF BASED ON CARGO LOADING STATUS: (2)
RECEIVED FOR SHIPMENT B/L AND SHIPPED B/L
 SHIPPED B/L (ON BOARD B/L)
• This is one of the most common forms of B/L. The B/L,
when signed, confirms that the goods are on the vessel and
have been shipped on board.
• The Received for shipment B/L may be exchanged or
converted into Shipped B/L or On board B/L when cargo
loaded on board of vessel.
• A Shipped B/L can only be issued when the goods are
actually shipped on board.

SHIPPED B/L

2- IF BASED ON THE RIGHT OF THE PARTIES TO TRANSFER
OWNERSHIP OF GOODS: (4)
STRAIGHT B/L, ORDER B/L, BEARER B/L
AND 3RD PARTY B/L
 STRAIGHT B/L (CONSIGNED B/L, B/L TO NAMED
PARTY, NON-ENDORSED B/L)
• A non-negotiable B/L. Typically issued:
-Shipper: Name of Shipper
-Consignee: Name of Receiver
-Notify Party: optional
• A Straight/Consigned Bill of Lading is a Bill of Lading issued
with a named Consignee.
• This is a non-negotiable Bill of Lading and any
endorsements are invalid.

AND 3RD PARTY B/L
 ORDER B/L (B/L TO ORDER OF NAMED PARTY)
• A negotiable bill of lading. Typically issued as follows:
-Shipper: Name of Shipper
-Consignee: “To Order of” a Company, Bank or Individual
-Notify Party: optional
• If a “To Order” Bill of Lading is made out to a named party
the “To Order” party must endorse it.
• A simple “To Order” (in blank) entered in the Consignee box
must be endorsed by the Shipper.
• Endorsements must be both Company Stamp &
Signature.

AND 3RD PARTY B/L
 BEARER B/L (BLANK B/L, OPEN B/L, B/L TO ORDER IN
BLANK)
• Bearer B/L means that there is no definite consignee of
the goods. There usually appear in the box of consignee
words like "To bearer“, “To holder”.
• Anyone who holds B/L is entitled to the goods that the B/L
represents.
• No endorsement is needed for the transfer of the blank
B/L.
• Due to the exceedingly high risk involved, this bill is rarely
used.
• The holder is considered as the legal owner of the goods.

AND 3RD PARTY B/L
 THIRD PARTY B/L
• A third party B/L is showing a shipper other than the
beneficiary of the L/C.
• Third-party B/L is probably the most common kind in tri-
angle business. It is about two-thirds (2/3) of cargo loading
under third-party B/L.

3- IF BASED ON CAPTAIN'S NOTATION ON B/L: (2)
CLEAN B/L AND UNCLEAN B/L
 CLEAN B/L (UNCLAUSED B/L)
• Bears no superimposed clauses or notations expressly
declaring a defective condition of the goods or packaging
i.e. when accepting cargo it is therefore important to check
carefully whether the outward condition of the goods given
rise to any remarks.

3- IF BASED ON CAPTAIN'S NOTATION ON B/L: (2)
CLEAN B/L AND UNCLEAN B/L
 UNCLEAN B/L (CLAUSED B/L, DIRTY B/L, FOUL B/L)
• B/L with restrictive clauses are called Unclean B/L such
as: “bundles loose”, “bars rusty”, “barrels damaged” (dented
and leaking), burst case, second-hand bag, etc.
• Carriers will have to protect their position by inserting a
corresponding remark in the receipts.
• BL with such remarks will make the bill of lading "unclean".

4- IF BASED ON NEGOTIABILITY OF B/L: (2)
NEGOTIABLE B/L AND NON-NEGOTIABLE B/L
Sea Freight Documents 1(C) Copyright
 NEGOTIABLE B/L
• Negotiable B/L is a kind of B/L which can be transferred to
a third party by endorsement. Therefore, B/L must meet the
following 2 conditions:
1. it must be drawn up to order or to bearer;
2. it has to be clean.
• This type of B/L allows for the transfer of ownership of
goods. The legal ownership can be transferred from the
consignee named in B/L to any other person and by them to
still other persons without any of them seeing or having
possession of the said goods.
• The B/L then becomes a negotiable instrument for the seller
to move ownership, and thus payment for goods while in
transit.

• Negotiable B/L is established in 2 or 3 “originals”, signed
and stamped by the carriers or their agent.
• Even if 2 or 3 original B/L have been issued, only 1 original
B/L needs be presented to withdraw the cargo at the
destination and be endorsed (or “accomplished”).
• When 1 of the originals has been accomplished, the
remaining originals stand void.
• An original B/L is the title of property to the goods.

 NON-NEGOTIABLE B/L
 A B/L may become a Non-negotiable B/L if it is either
stamped "not-negotiable", or consigned to a named party.
• B/L to a named party and B/L with restrictive clauses
(with regard to the quantity and the condition of the goods)
are not negotiable.
• This type B/L does not allow transfer of title for possession
of goods. Upon arrival, the goods can only be accepted by
the named consignee.
• Due to the restrictions to trade of the straight B/L, this type
is typically used by intra-company material shipments,
sample and gift.

5- IF BASED ON STATUS OF B/L: (3)
ORIGINAL B/L, DUPLICATE B/L, COPY B/L
 ORIGINAL B/L
• The part of the B/L set that has legal value, especially when
negotiable; rest of set are only informational file copies.
• This is the authorized and properly endorsed/signed B/L
issued by carrier.
• All original bills of lading must contain the clause
“ORIGINAL”.

ORIGINAL B/L

 DUPLICATE B/L (REISSUED B/L)
• Another set of original B/L issued if first set is lost.
• Where a request for issuance of a second set of original B/L
may be granted is when the first set is presumed to lost in
the mail and
• then only if the shipper requires a set of original B/L for
presentation to a bank or third party.
• Shipper will provide LOI and Bank Guarantee to Carrier to
get 2nd set of original B/L.

 COPY B/L
• Once a set of original B/L has been issued, non-
negotiable copy-B/L may also be issued as per Carrier's
format, showing same data of original, but no clauses
printed on the back, no signature and no legal value.
• For avoidance of doubt, please do not confuse
-Non-negotiable B/L (Straight B/L) with
-the duplicate parts of sets of Copy B/L that are marked “copy-
non-negotiable”.

COPY B/L

6- IF BASED ON MODE OF TRANSPORT: (3)
OCEAN B/L, COMBINED TRANSPORT B/L AND
MULTIMODAL TRANSPORT B/L
(INTERMODAL TRANSPORT B/L)
 OCEAN B/L (MARINE B/L)
• This is a B/L only used for carrying goods by ship, in other
words, a “port to port B/L”.
 COMBINED TRANSPORT B/L (2 modes or 1 mode)
• BIMCO (The Baltic and International Maritime Council) has
designed a Combined Transport B/L (Combiconbill 95)
and a Combined Transport Sea Waybill (Combiconwaybill
95) which can also be used for unimodal transport (single
modal)

OCEAN B/L

COMBINED TRANSPORT B/L

 MULTIMODAL TRANSPORT B/L (INTERMODAL
TRANSPORT B/L)
• BIMCO has designed a Multimodal Transport B/L
(Multidoc 95) and a Multimodal Transport Sea Waybill
(Multiwaybill 95) which will be used for at least more than 2
modes of transport.
6- IF BASED ON MODE OF TRANSPORT: (3)
OCEAN B/L, COMBINED TRANSPORT B/L AND
(INTERMODAL TRANSPORT B/L)

7- IF BASED ON FORM OF B/L: (3)
LONG FORM B/L, SHORT FORM B/L (SHORT TERMS B/L),
BLANK BACK B/L (COPY B/L)
 LONG FORM B/L
• The term Long form B/L is a reference to an ordinary,
usually negotiable B/L. As mentioned before, B/L includes
the face of B/L (page 1-shipment data) and the back of B/L
(page 2-preprinted terms and conditions of the contract of
carriage)

 SHORT FORM B/L (SHORT TERMS B/L)
• The Short form B/L is a B/L which does not have the full
terms and conditions of the contract of carriage printed on
its back,
• but instead, contains a reference to the carrier’s conditions,
• normally stating that a copy of his conditions are available
on request, either in his office or via e-mail or internet.

 BLANK BACK B/L (COPY B/L)
• The Blank back B/L is almost same to the Short Form B/L
on the understanding that the back of the document bears
no clauses at all and is consequently intentionally left
blank.

8- IF BASED ON STATUS OF PRESENTATION OF B/L: (5)
EXPRESS B/L, SURRENDERED B/L, SWITCHED B/L, STALE
B/L AND ACCOMPLISHED B/L
 EXPRESS B/L
• Express B/L means that you do not have to provide originals
of B/L in order to claim your goods at the destination.
• Shipment on express release should be released at the
destination upon surrender a copy of Express B/L and prove
identity of consignee.
• Express B/L should state - “ZERO (0) – NO ORIGINALS
REQUIRED FOR RELEASE”.

EXPRESS B/L

EXPRESS B/L, SURRENDERED B/L, SWITCHED B/L,
STALE B/L AND ACCOMPLISHED B/L
 SURRENDERED B/L (SBL)
• When the full set of Original B/L has been surrendered at
the Port of Loading (POL).
• Upon receipt of B/L, POL will inform the Port of Discharge
(POD) of this receipt.
• POD will not release any cargo until receipt of Telex Release
or Surrendered Notice directly from the POL.
• POD will not accept any copy B/L that have “Surrendered”
stamped on them as proof of a Telex Release/ Surrendered
Notice.

 SWITCHED B/L (SWAPPED B/L, REPLACEMENT B/L)
• Occasionally, Shippers, Consignees or third parties (lawful
holders of duly endorsed original B/L) surrender their full set
of original B/L to an agent (not necessarily POL/POD agent)
and ask for the issuance of a Switched B/L.

 STALE B/L
• It is important that B/L is available at the port of destination
before or upon the goods arrived.
• B/L presented to the consignee or buyer or his bank after the
goods are arrived at the port of discharge is described as
"Stale B/L".
• A Stale B/L which has passed the time deadline of the L/C
and is void.
• Sometimes especially in the case of short sea voyages, it is
necessary to add a clause of "Stale B/L is acceptable".

 ACCOMPLISHED B/L
• Original B/L was surrendered to POD and taking delivery of
cargo was accomplished.

9- IF BASED ON ROLE OF B/L ISSUER: (4)
MASTER B/L, HOUSE B/L, GROUPAGE B/L, MEMO B/L
 MASTER B/L
• A B/L issued by a shipping line (performing/carrying
carrier) is often called a Master B/L (MBL).
• This is the standard document of shipping line which is
signed by the master of the vessel or by the port agent of
the vessel.
HOUSE B/L
• A B/L issued by a freight forwarder is referred to by many
names including a House B/L (HBL) or a multimodal
transport B/L.
• When the forwarder issues House B/L or a multimodal
transport B/L he/she may contract as the Carrier of the
goods.

• When the freight forwarder issues a HBL” under Forwarder
role, in which the forwarder promises to arrange for
transportation without assuming liability as carrier, does
not evidence a contract of carriage.
• The HBL is only an internal document between the freight
forwarder and the cargo owner.
• The forwarder’s undertaking to arrange for transportation
does not constitute a contract of carriage, but merely a
contract of agency and is only a receipt for goods shipped.
• As a frequent practice in container transport, HBL is issued
by freight forwarders, who consolidate cargo from different
owners in 1 consignment to be shipped under a groupage
B/L (MBL) issued by the carrier to the freight forwarder.

 GROUPAGE B/L (CONSOLIDATED B/L , COLLECTIVE B/L)
• B/L covers a number of consignments from different shippers,
and HBL issued by a freight forwarder to each individual
shipper.
• HBL is issued by the freight forwarder before he gets one
groupage B/L from Carrier.
MEMO B/L (SERVICE B/L, LOCAL B/L)
• Memo B/L is an in-house B/L which may or may not reflect
freight charge.
• Memo B/L is issued for several reasons including short-
shipped cargo, to hold space on vessel for partner cargoes or
for slot charter arrangements.

• Whenever a 1st Carrier has issued its own B/L to its
customers, but subcontracts the ocean transport to 2nd
Carrier, 2nd Carriers will issue the Memo B/L to 1st Carriers,
covering its containers while they are in 2nd Carrier’s custody.
• This Memo B/L is printed 2nd Carrier’s terms and conditions
printed on the back, but the no freight charges listed.

10- IF BASED ON JOURNEY OF GOODS: (3)
DIRECT B/L, THROUGH B/L, TRANSHIPMENT B/L
 DIRECT BILL OF LADING (PORT TO PORT B/L)
• Acknowledgement in a B/L that cargo shipped directly
between 2 specified ports of loading and discharge.
• The goods will normally not be transshipped although a
clause on B/L may be inserted allowing the carrier to
tranship the goods.
• When such a transhipment exists, the goods will lie in the
transhipment port at the merchant’s risk.

10- IF BASED ON JOURNEY OF GOODS: (3)
DIRECT B/L, THROUGH B/L, TRANSHIPMENT B/L
 THROUGH B/L
• Covering shipments from or to ports involving transport by
more than 1 steamship line.
• e.g. cargo shipped from Bangkok to US ports via Hongkong
for transhipment into a 2nd vessel to USA.
 TRANSHIPMENT B/L
• Transhipment B/L means that the goods need to be
transshipped at 1 or more intermediate ports.
• Since there is no direct service between port of loading
and port of discharge, but at Carrier expense.
• A Transhipment B/L is issued to cover all legs of the
movement. Transhipment B/L can get quite complex.

THROUGH B/L

11- IF BASED ON ORGANIZATIONAL ISSUER: (3)
BIMCO B/L, FIATA B/L, GOVERNMENT B/L
 BIMCO B/L
• The Documentary Committee at BIMCO deals with the design
and development of shipping documents and develops the
standardized documentation, based on agreed shipping
rules & regulations.
• Most BIMCO B/L has a “Code Name” such as: Combiconbill
95, Conlinebill 2000…
• Many of the common printed B/L forms have in one way or
another been approved by BIMCO.

BIMCO B/L

 FB/L (FIATA MULTIMODAL TRANSPORT B/L)
• This is the kind of through B/L built by FIATA to give its
members using for multimodal transport business as
Carrier.
• FB/L is negotiable document and can be accepted by banks
in documentary credit.
• FB/L is now widely used.
• FB/L can also be used for sea transport mode.

FIATA B/L

 GOVERNMENT B/L (MILITARY B/L)
• A B/L issued by the U.S. Government (GBL) or U.S. military
to carry international and domestic overseas shipments of
government owned property.

12- IF BASED ON TYPE OF SHIPPING SERVICE: (2)
LINER B/L, C/P B/L
 LINER B/L
• Liner B/L is issued by a liner company for shipment on
scheduled port calls through scheduled routes with fixed
freight tariff.
 C/P B/L (VOYAGE B/L, TRAMP B/L)
• C/P B/L is issued under a voyage charter party. This kind of
functionality is usually only a carrier's receipt to confirm
receipt of the goods aboard transport hired as shown on it.
• Contents of this kind of B/L are short and must always
clearly state to use along with the charter party (to be used
with Charter Party).

LINER B/L

CHARTER PARTY B/L

12- IF BASED ON TYPE OF SHIPPING SERVICE: (2)
LINER B/L, C/P B/L
• Also this C/P B/L always have a sentence:
“All terms and conditions, liberties and exceptions of the
Charter Party, dated as overleaf, including the Law and
Arbitration Clause/Dispute Resolution Clause, are herewith
incorporated. (Congenbill 2007)

13- IF BASED ON TYPE OF CARGO: (4)
CONTAINER B/L, REEFER B/L, CONVENTIONAL B/L ,
BREAK-BULK B/L, DECK B/L
 CONTAINER B/L
• BIMCO published special B/L for container transport.
(Combitainer, Votainer)
• Container B/L is becoming more common in use with the
development of containerization.
• It covers the goods from port to port or from inland point of
departure to inland point of destination.

CONTAINER B/L

 REEFER B/L
• Reefer B/L used for reefer cargo loaded into any refrigerated
holds of the Vessel.
• Carrier ensures the vessel is, at before and at the
beginning of the voyage fit and safe for the reception,
carriage and preservation of reefer cargo.
• A written Temperature Instruction is given by the Merchant
to Carrier regarding the carrying temperature of the Goods
during the voyage.

REEFER B/L

 CONVENTIONAL B/L AND BREAK-BULK B/L
These bills of lading are solely used for carriage at sea of
conventional goods with the exclusion of containers, in other
words, in the liner shipping as it existed before containerization.

 DECK B/L
• Deck B/L is issued when the cargo is loaded on the ship's
deck.
• It applies to goods like livestock, plans, dangerous cargo,
or awkwardly-shaped goods that can not fit into the ship's
holds.
• In this case, the goods are exposed to greater risks and
therefore usually specific insurance must be taken out
against additional risks.

• The Carrier shall not be liable in any capacity whatsoever for
any delay or loss of or damage to the Goods which are
carried on deck and specially stated herein to be so carried,
whether or not caused by the Carrier's negligence or the
Vessel's unseaworthiness. (Deck Clause)

14- IF BASED ON LOADING/DISCHARGE PORT: (2)
HITCHMENT B/L, OPTIONAL DISCHARGE B/L
 HITCHMENT B/L
• Hitchment B/L covering parts of a shipment which are loaded
at 2 or more loading points or ports. (Nuvoy84)
 OPTIONAL DISCHARGE B/L
• B/L that provides for a shipment to be discharged in 2 or
more parts at 1 or more points of discharge or ports.
(Nuvoy84)

15- IF BASED ON AMENDMENT OF B/L: (4)
SPLIT B/L, COMBINED B/L, AMENDED B/L, RECONCILED B/L
 SPLIT B/L
• 1 of 2 or more B/L's which have been split from a single
B/L.
 COMBINED B/L
• B/L combined or consolidated from 2 or more B/L's.

15- IF BASED ON AMENDMENT OF B/L: (4)
SPLIT B/L, COMBINED B/L, AMENDED B/L, RECONCILED B/L
 AMENDED B/L (REVISED B/L)
• B/L requiring updates that do not change financial status
(freight terms/ charges)
 RECONCILED B/L (CONFIRMED B/L)
• B/L set which has completed a prescribed number of edits
between the shipper's instructions and the actual shipment
received.
• This produces a very accurate B/L.

SEA WAYBILL (SWB)

SEA WAYBILL (SWB)
 SEA WAYBILL (SWB) or (DATA FREIGHT RECEIPT)
• A Sea waybill is a promise by the carrier to the shipper to
deliver his cargo to the person identified by him as entitled
to delivery.
• The shipper retains the Sea waybill and delivery is made
upon appropriate proof of identity being furnished by the
party seeking delivery.
• Sea Waybill allows for direct delivery of your goods by the
carrier without holding up shipments awaiting receipt of an
"Original" Ocean Bill of Lading.

SEA WAYBILL (SWB)

SEA WAYBILL (SWB)
• Sea waybill is not a document of title and is non-negotiable,
therefore, only 1 "original" are issued.
• Sea Waybill are not negotiable, therefore they can not be
issued "to order" or "to order of".
 Sea waybills are commonly used where:
a) the sea voyage is short and B/L may not get to the
consignee in time; and
b) when delivery is to a named party

OTHER SEA FREIGHT DOCUMENTS
 BOOKING NOTE (B/N)
• When the shipper reserves tonnage/ space with a line
operator, the booking agent or operator will make a “booking
note”.
 HANDLING INSTRUCTION (H/I)
• Sales Dept will prepare Handling Instructions basing on
what they dealt with customers (Including Carrier to be used,
Selling/ Buying Rates…). Then, it will be sent to Operations
Dept for follow up.

 SHIPPING INSTRUCTIONS (S/I)
• Shipping Instructions sent by Shipper to Carrier to instruct
how to handle the shipment and issue Draft B/L properly.
• Shipping Instructions includes all necessary data to issue
B/L and any special handling instructions.
 CARGO/ FREIGHT MANIFEST (C/M, F/M)
• Document containing a full list of a ship's cargo, extracted
from the bill of lading.
• A copy, known as the export manifest, is lodged with the
customs authorities at the port of loading.

• A further copy, known as the import manifest, is similarly
lodged at the discharge port, with 1 copy going to the ship's
agent so that the loading/ unloading of the ship may be
planned in advance
 LOADING CONFIRMATION
• Load confirmation records the container actually loaded on
board of the vessel for a particular shipment as shown on
Booking Note.
• After loading, Carrier will send Loading Confirmation to
customers.

 PROOF OF DELIVERY (POD)
• Proof of Delivery is a confirmation to evidence the fact that
consignee received cargo in good order sent by shipper.
• When delivering goods, consignee will sign with name and
affix rubber stamp on the said POD and returns back to the
carrier who delivered goods.
• POD contains the quantity, number of packages, description
of cargo and other reference numbers pertaining to the said
import shipment, date and time of delivery etc.

 DELIVERY ORDER (D/O)
• When consignee submits B/L to Carrier, Carrier will issue
D/O enabling consignee to take delivery of cargo from the
port/ warehouse.
 SHIPPING ORDER (S/O) OR (SHIPPING NOTE)(S/N)
• Carrier issues Shipping Order to shipper with a confirmed
booking space which allows shipper to deliver cargo to port/
warehouse.
• Shipping Order contains Booking Note no., shipper name,
vessel name/voyage, closing date, cargo details…

 SHIPPER’S DANGEROUS GOODS DECLARATION (DGD)
OR ( DANGEROUS GOODS NOTE (DGN)) OR
DANGEROUS CARGO DECLARATION (DCD)
• DGD is a legal declaration from shipper stating that the
goods declared are classified and packed correctly and
• also a declaration from the person packing the container
that it has been done so correctly,
• these are Dangerous Goods Declaration (DGD) and the
Container Packing Certificate (CPC).

DGD & CPC

• These declarations may be in any format, but must be in
accordance with the regulations of the IMDG code, Chapter
5.4 refers (an example is given below)
• Often, the Dangerous Goods Declaration is combined with
the Container Packing Certificate into one document,
generally known as the Multimodal Dangerous Goods
Form (MDGF).

MDGF

 The information required on DGD is as follows:
Shipper - full name and address
Consignee – full name and address
 Description of goods: (4)
a) UN number (preceded by UN)
b) Proper Shipping Name including technical name (if required)
c) Primary IMO class, secondary risk, tertiary
d) Packing Group

SESSION 2: DOCUMENTATION FLOW
INTL FREIGHT OPERATIONS FLOW CHART

SEA EXPORT PROCESS
 SEA EXPORT PROCESS
1.Rate Quoting
-Receive RFQ from customer
-Check rate with Carriers
-Send Quotation and Schedule to customer
2. Booking Issuing
-Provide H/I to Operation
-Check Shipping information and buying/selling rates
-Make Booking with Carrier
-Receive Booking and check the correctness
-Send Booking to Shipper for packing

3. Cargo Loading
-Request Shipper to send Cont/Seal nos.
-Send Cont/Seal nos. to Carrier for Loading Plan
4. BOL Issuing
-Request Shipper to send S/I for HBL issuing
-Issue draft HBL to Shipper for checking
-Issue original HBL to Shipper after confirmed
-Send S/I to Carrier for MBL issuing
-Check and confirm MBL correctness with Carrier
-File Export Manifest with Customs Dept
SEA EXPORT PROCESS

5. Payment
-Issue VAT Invoices to Shipper
-Collect all Origin Local charges (and Freight) from Shipper
-Release original HBL to Shipper
-Request Carrier to send VAT Invoice for checking
-Make payment to Carrier to get SWB/ TLX
-Prepare SOA at Month-end
SEA EXPORT PROCESS

6. Pre-Alert Sending
-Send all Shipping docs to POD Agent (Pre-Alert,MBL,HBL)
-Request Discharge Agent to acknowledge receipt of docs
7. Tracking/ Tracing
-Check with Carrier or Web for Loading Confirmation
-Track and Trace shipment by MBL no or cont nos on Web
-Send Loading Confirmation to Shipper
-Request Discharge Agent to send Proof Of Delivery after
done
SEA EXPORT PROCESS

DOCUMENTATION FLOW

 SEA IMPORT PROCESS
1. Rate Quoting
-Receive RFQ from customer
-Check rate with Carriers/Loading Agents
-Send Quotation and Schedule to customer
-Provide H/I to Operation and Loading Agent
2. Pre-Alert Receiving
-Receive Import file from Loading Agent
-Check Vessel information (ETA) with Carrier
-Track and Trace shipment by MBL no or cont nos on Web
SEA IMPORT PROCESS

3. Arrival Notice Issuing
-Check Pre-Alert,HBL,MBL received
-Check Buying/Selling Rates on H/I
-Request Carrier to send A/N
-File Import Manifest with Customs Dept
-Send A/N to Consignee
4. Payment
-Request Carrier to send VAT Invoices for Local charges.
-Make payment to Carrier
-Issue VAT Invoices to Consignee for Local charges
-Collect all Destination Local charges (and Freight) from
Consignee
-Prepare SOA at Month-end
SEA IMPORT PROCESS

DOCUMENTATION FLOW

5. D/O Issuing
-Receive D/O from Carrier
-Issue and release D/O to Consignee
-Make Proof of Delivery
6. Proof of Delivery Sending
-Send Proof of Delivery to Loading Agent
=END=
SEA IMPORT PROCESS

SEA FREIGHT DOCUMENTS (Sea Docs) (f)

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