Documents
Most shipping delays are document delays. This is the set we work through on every shipment, and who is responsible for each one.
Export sideCarrier sideDestination side
Responsibility
Document Responsibility Matrix
| Document | Provided by | Notes |
|---|---|---|
| Commercial invoice | Shipper / seller | Must show chassis and engine number for vehicles |
| Packing list | Shipper / seller | Weight, dimensions, container or unit identification |
| Export customs declaration | Us | Classified against the commodity code for the vehicle or machine |
| Export licence or permit | Shipper, where applicable | Required for some commodities — we tell you when it applies |
| Bill of lading | Carrier, issued through us | Draft issued for approval; telex release arranged where agreed |
| Certificate of origin | Us / chamber of commerce | Where required by the destination, the buyer or the bank |
| Marine insurance certificate | Us, on request | Recommended on every vehicle shipment |
| Pre-shipment inspection | Destination-appointed agency | Where the destination country operates one |
| Destination permits | Consignee | Import permits, conformity certification, tax registration |
Documentary requirements change and vary by commodity and by country. The consignee’s licensed broker confirms what applies at destination.
Common Errors
Documentation Errors That Cause Holds
- Chassis or engine number differing between the invoice and the vehicle
- Consignee name or tax details not matching the destination records
- Cargo tracking or conformity numbers obtained after the vessel sailed
- Undeclared goods or personal effects inside the vehicle
- Weight or dimensions on the documents differing from the measured unit
- Certificate of origin not attested where the destination requires attestation
Timeline
Document Timeline
- Vehicle and consignee details: at enquiry
- Invoice and packing list: before the cargo cut-off
- Export declaration filed: before the vessel cut-off
- Destination permits and tracking numbers: before sailing, not after
- Bill of lading draft approved: within one working day of sailing
Not sure which documents your shipment needs?
Send the commodity and destination and we will send you the list that applies.
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