Shipping documents are legal documents required for the transport of goods within a country and internationally. The bill of lading and packing slip are basic documents, while international shipments require additional documents such as a certificate of origin, insurance certificate, and customs documents. Compliance with shipping regulations is important to ensure correct orders, timely delivery, and compatible rates. Incorrect documents can cause delays in shipment.
Also known as transport documents, shipping documents are legal documents that are used in the process of transporting goods from one place to another. Shipping documents are required for the legal transport of goods within the country and for international shipments of all kinds. The exact documents required to handle the shipment and delivery of the goods will vary, based on the regulations and standards that apply at both the point of origin of the shipment and the destination, as well as at the points in between where the goods must be registered and inspected.
One of the most basic shipping documents is the bill of lading. Used in both domestic and international shipments, this document is often issued by the carrier or an agent for the carrier. In some countries, the shipper can prepare the bill of lading in advance, as long as the document complies with both national shipping regulations and the carrier’s standards. While the details contained in the document may vary, most will identify the sender and recipient, providing basic contact information for both parties. A description of the goods included in the shipment is also provided, along with the quantities of each commodity within the shipment and the total weight of the shipment. Carriers typically include shipment pickup data, estimated delivery date, and information regarding shipping charges, including whether those charges are prepaid or collected.
The packing slip is another example of the basic shipping documents that are routinely included in the documents that accompany a shipment. This document often serves as a means for the consignee to verify that the items identified on the bill of lading are actually delivered to the consignee. The policies of some shipping and receiving departments require that only shipments accompanied by a packing slip or shipping slip can be accepted.
With international shipments, there are many other types of shipping documents you may need. A certificate of origin establishes where the shipment originated from and who was responsible for preparing the goods for shipment. An insurance certificate documents the coverage acquired to protect the shipment en route, effectively protecting the interests of both the sender and the recipient. Customs documents are required to allow the goods to leave the country of origin and be received in the recipient’s country of residence. If the shipment has to cross multiple countries along the way, the customs documents must comply with the standards set by each port or stopping point along the way.
Shipping documents are important to protect all parties involved in the shipping process. By complying with applicable shipping regulations, you can ensure that orders are correct, are delivered on time, are packaged in accordance with shipping standards, and that the rates charged for the shipping process itself are compatible with any existing contracts between the loader and the carrier. When any of the legally required shipping documents are not prepared correctly, there is a real possibility that the shipment will be held up until the errors are corrected or replacement documents are prepared and forwarded to the location where the shipment is temporarily stored.
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