Shipping documents
Cargo moves on paper as well as on trucks and ships. A missing or wrong document can hold a shipment at the port. This guide lists the common documents, who normally issues each one, and when you need it. Which ones apply depends on your goods, route and the rules of each country.
The core set
| Document | Issued by | What it does |
|---|---|---|
| Commercial invoice | The seller | States the goods, quantity, value and sale terms. Used for customs value and duty. |
| Packing list | The seller or packer | Lists what is in each package, with weights and sizes. Used to check the cargo against the invoice. |
| Bill of lading (sea) | The carrier or its agent | Receipt for the goods, evidence of the contract of carriage and, in original form, a document of title. |
| Air waybill (air) | The airline or its agent | Contract of carriage and receipt for air cargo. Not a document of title. |
| Insurance certificate | The insurer or broker | Proof that cargo cover exists, and its terms. |
Master and house bills of lading
A master bill of lading is issued by the shipping line to the party that books the space. A house bill of lading is issued by a freight forwarder or consolidator to its own customer, under the master. Air freight has the same split: a master air waybill and a house air waybill.
House bills are issued through licensed partners. Ayer arranges them that way and does not issue them itself. Whether you need an original bill, a sea waybill or an electronic release depends on the sale terms and any letter of credit. Decide this before the cargo sails.
Documents for specific goods
- Certificate of origin. States where the goods were made. It is issued by an authorised body in the exporting country, and is sometimes needed for duty rates or by the buyer's bank. In Hong Kong, certificates of origin are issued by the Trade and Industry Department and by five Government Approved Certification Organisations.
- Permits and licences. Controlled goods, such as some chemicals, medicines, food, and strategic or wildlife items, need a permit from the relevant authority before they move. See Hong Kong trade declarations.
- Safety data sheet (SDS). A standard sheet from the manufacturer that describes hazards, handling and emergency measures. It is needed for dangerous goods and is often asked for on chemicals. See Dangerous goods basics.
- Dangerous goods declaration. A signed declaration for dangerous cargo, prepared with the licensed handler or carrier.
- Verified gross mass (VGM). The shipper declares the weighed gross mass of a packed container before it is loaded on the vessel.
- Fumigation or treatment certificate. Sometimes needed for wood packaging or plant goods.
When each is needed
| Stage | Usually needed |
|---|---|
| Booking | Cargo details, and the packing list or estimates |
| Before export | Commercial invoice, packing list, any permit, VGM for sea |
| At loading | Seal details, dangerous goods papers if any |
| Before the cargo sails or flies | Draft bill of lading or air waybill, checked and approved |
| Before import clearance | Final invoice, packing list, bill or air waybill, origin and permit papers |
Keeping documents consistent
Customs and carriers compare documents against one another. The names, addresses, descriptions, weights and piece counts should match across the invoice, packing list and transport document. A small mismatch can stop a release. Check drafts before they are final. See Trade documentation for how we help with this.
Questions
Who prepares the bill of lading?
The carrier or its agent issues it, based on the shipping instructions you or your forwarder send. You check the draft and approve it.
Do I need a certificate of origin?
Only if the buyer, the buyer's bank or the import country asks for it. Ask your buyer early, because it is issued by an authorised body and takes time to arrange.
What is the difference between an original bill of lading and a sea waybill?
An original bill is a document of title and normally must be presented to collect the cargo. A sea waybill is not a document of title, so cargo is released to the named consignee without it.