Shipping freight is more involved than sending a simple letter or package. Freight requires far more logistics operations to safely transport, whether the destination is domestic or international. One aspect often overlooked when planning freight shipments of large items or supplies is the need for proper documentation. Freight shipping documents require careful preparation and attention to detail to ensure your shipment reaches its destination with full authorization and proper care along the way. Here is a brief overview of the shipping documentation you will need.
Domestic Freight Shipping Documents
Shipping freight domestically is a matter of logistics and liability. You will need a bill of lading, freight bill, packing list, and request proof of delivery for your domestic shipping documents.
Bill of Lading (BOL)
A bill of lading includes the basic information regarding your shipment. It indicates the origin, delivery address, contact information, and carrier information much as the addressing of a letter might. It also includes a description of the freight. The BOL is signed as proof of pickup by the shipper and carrier.
Freight Bill
The freight bill has more details about the shipper's consolidated cost. It must be filled out completely alongside the bill of lading to complete the freight shipping service.
Packing List
The packing list provides more refined details about the freight being shipped. It describes the cargo, number of items, the SKU or UPC of the products (if applicable, along with the total weight and dimensions. It serves as the official inventory of the shipment and is used to ensure everything has arrived intact.
Proof of Delivery (POD)
You can also request proof of delivery, which is a document created and signed when your freight reaches the intended recipient. Proof of delivery confirms that the shipment is received in good order and is useful for legal and logistic records and accurate invoicing.
International Freight Shipping Documents
Shipping freight internationally is more complex because your shipment must travel through customs to reach its destination. This requires more extensive international shipping paperwork.
Commercial Invoice
The commercial invoice lists the value and origin of a shipment. It is also known as the customs invoice and is required as part of customs inspection for international trade.
Certificate of Origin
The Certificate of Origin or CoO documents which country the freight shipment is coming from. It is used to determine whether the shipment is eligible to be imported and if it is subject to duties.
Export Packing List
Your export packing list must be more detailed than a domestic freight packing list. This is because it is used for inspections and customs. Therefore, it must fully itemize everything in the freight package for customs approval and security purposes.
Shipper's Letter of Instruction (SLI)
The Shipper's Letter of Instruction (SLI) provides special details and handling instructions for the freight package. It may indicate that the package contains electronics, fragile components, or hazardous materials. It may include specific handling instructions and provide authorization to transmit information about the shipment electronically to the AES. It helps to ensure smooth delivery and regulatory compliance.
Bill of Lading (BOL)
International bills of lading vary based on the transport method, such as land, air, or sea. Different details are required depending on how your freight will travel.
Customs Declaration
In addition to the packing list and BOL, the customs declaration is a document that lists all goods being exported and is used by the customs office to evaluate goods passing through.
Insurance Certificate
Insuring international shipments protects the value of your freight. Keep one copy and ensure another travels with your freight.
Additional Documents for Specific Shipments
You may also require a few additional documents depending on what you are shipping.
- Dangerous Goods Declaration: Hazardous materials and dangerous goods need a special declaration. These include potentially dangerous materials such as batteries, flammable liquids, fireworks, certain machinery, and so on.
- Import/Export Licenses: You may need a special export license if shipping controlled goods that may be limited or embargoed by certain countries, such as goods with military functions, cultural relics, or organic products.
- Inspection Certificates: Items that must be inspected for safety before shipping should travel with their inspection certificate. These include perishable foods, electronic goods, luxury items, and certain industrial goods.
Note: Because each country has its own regulations, speak with a Pak Mail international shipping expert to discuss exactly what you'll need before your shipment.
Tips for Managing Shipping Documentation
It's important to work with a professional freight shipment team that has a full understanding of the shipping documents you will need. While there are tools and software to help you streamline your document preparation, a skilled freight team can ensure that you don't leave out anything important for domestic or international freight shipping.
Shipping Freight with the Right Documentation
Make sure you have all the right documents when planning to ship freight to domestic or international locations. Keep a file of the documents and send the correct documents along with your freight. At Pak Mail, we can help you ensure you have all the necessary paperwork for smooth shipping operations. Contact Pak Mail for assistance with your shipping documentation and logistics needs.