EXPORT Document

Ocean Bill of Lading (Master Bill of Lading)

Ocean Bill of Lading is a receipt for the cargo and a contract for transportation between a shipper and the ocean carrier. It may also be used as an instrument of ownership that can be bought, sold, or traded while the goods are in transit. Being used in such a manner, it must be a negotiable ‘To Order’ Bill of Lading.

  1. A clean Bill of Lading is issued when the shipment is received apparently in good order. In case damage or shortage is noted a clean Bill of Lading will not be issued. An On-board Bill of Lading certifies that the cargo has been placed aboard the named vessel and is signed by the master of the vessel or his representative. On Letter of Credit transactions, an On Board Bill of Lading is usually necessary for the shipper to obtain payment from the bank. In most instances, a Clean On Board Bill of Lading is required by Letter of Credit banks which certifies that the cargo has been stowed under deck the oceangoing vessel. When all Bills of Lading are processed a ship's manifest is prepared by the steamship line. This summarizes all cargoes aboard the vessel by port of loading and discharge.
  2. Inland Bill of Lading – Also known as a waybill on rail or the 'Pro-forma bill of lading in trucking. It is used to document the transportation of the goods between the port and the point of origin or destination. It should contain information such as marks, numbers, steamship line, etc. to match with a dock receipt. Abbreviate ‘pro’ or ‘pro ticket’ waybill.
Forwarder’s Bill of Lading / Through Bill of Lading

Forwarder’s Bill of Lading is a receipt for the cargo and a contract for transportation between a shipper and the freight forwarding agent. It may also be used as an instrument of ownership that can be bought, sold, or traded while the goods are in transit. To be used in this manner, it must be a negotiable 'To Order' Bill of Lading.

  1. A clean Bill of Lading is issued when the shipment is received in apparent good order. If damage or a shortage is noted a clean Bill of Lading will not be issued. An On-board Bill of Lading certifies that the cargo has been placed aboard the named vessel and is signed by the master of the vessel or his representative. On a Letter of Credit transaction, an On Board Bill of Lading is usually necessary for the shipper to obtain payment from the bank. In most instances, a Clean On Board Bill of Lading is required by Letter of Credit banks which certifies that these cargo has been stowed under deck the oceangoing vessel. When all Bills of Lading are processed a ship's manifest is prepared by the steamship line. This summarizes all cargoes aboard the vessel by port of loading and discharge.
  2. Inland Bill of Lading – Also known as a waybill on rail or the 'Pro-forma bill of lading in trucking. It is used to document the transportation of the goods between the port and the point of origin or destination. It should contain information such as marks, numbers, steamship line, etc. to match with a dock receipt. Abbreviate'pro' or 'pro ticket' waybill.
Dock Receipt

Dock receipt is used to transfer the accountability for the cargo between domestic and international carriers at the ocean terminal. This is the document, prepared by the shipper or forwarder, which the ocean carrier or his designated agent signs and returns to the delivering inland carrier, acknowledging receipt of the cargo.

Delivery Instruction

Delivery Instruction provides specific information to the inland carrier concerning the arrangement made by the forwarder to deliver the merchandise to a particular pier or steamship line. Not to be confused with Delivery Order which is used for import cargo.

Export Declaration

Export Declaration is required by the Trade department and /or Census and Statistics Department to control the export and act as a source document for export statistics. It includes complete particulars of the shipment.

Letter of Credit

Letter of Credit is a financial document issued by a bank at the request of the consignee guaranteeing payment to the shipper for cargo if certain terms and conditions are fulfilled. Normally it contains a brief description of the goods, documents required, a shipping date, and an expiration date after which payment will no longer be made. A confirmed irrevocable Letter of Credit indicates that without the approval of the Letter of Credit beneficiary no changes or amendments to the Letter of Credit can be made.

Consular Invoice

Consular Invoice Export is an import document that is required by some countries. This document is used to control, restrict and identify goods that are being imported. It is usually prepared as a special form and may require legalization by the consular representative of the country of importation.

Customs Invoice

Customs Invoice Export is an import document that is required by some countries. This document is used to control, restrict and identify goods that are being imported.

Commercial Invoice

The commercial invoice is a record or evidence of a transaction between the seller and the buyer. It is often used by the government to determine the true value of goods for the assessment of customs duties and taxes. It is also used in the preparation of consular documentation. The Government uses the commercial invoice to control imports which often specify its form, content, the number of copies, language to be used, etc.

Certificate of Origin

Certificate of Origin is a document used to furnish the buying country about the country of origin of the specified goods. The certificate of the origin of the merchandise is usually performed by a recognized Chamber of Commerce.

Insurance Certificate

Insurance certificate assures the consignee that the cargo is provided with an insurance premium to cover the loss or damage while in transit from a point to the other.

Forwarder’s Certificate of Receipt (FCR)

FCR is a document issued by the freight forwarding agents for confirming that the specified cargo has been received apparently in good condition. This document is often used for banking collection purposes.

Export License

Certain restricted commodities and articles require an Export License which is to be furnished at the Trade department or Department of Commerce.

IMPORT Document

Arrival Notice

Arrival Notice is sent by the carrier to informs the notifying party of the estimated arrival date of the vessel and the identification details of the shipment, such as the number of packages, weight, etc. It also specifies when the free time expires. Often known as a freight bill.

Customs Entries
  1. Consumption Entry – A form required by U.S. Customs Service for entering goods into the United States. The form contains information about the origin of the cargo, a description of the merchandise, and estimated duties applicable to the particular commodity. Estimated duties must be paid when the entry is filed.
  2. Immediate Delivery Entry – A form used to expedite the clearance of cargo. (It allows up to ten days for the payment of estimated duty and processing of the consumption entry. In addition, it permits delivery of the cargo before the payment of estimated duty). Also known as I.D. entry.
  3. Immediate Transportation Entry – Allows the cargo to be moved from the pier to an inland destination via a bonded carrier without the payment of duties or finalization of the entry at the port of arrival. Known as an I.T. entry.
  4. Transportation and Exportation Entry – Allows goods coming from or going to a third country, such as Canada or Mexico, to enter the U.S for trans-shipment. Known as T & E entry.
Carriers Certificate / Release Order

Carrier certificate/ Release order is a detailing document about the shipment, its ownership, port of lading, etc. furnished to the customs service. With this document, the carrier certifies that the firm or individual named in the certificate is the owner or consignee of the cargo. Commonly known as the Carrier Certificate.

Delivery Order

The Delivery Order is issued by the consignee or his/her customs service broker to the ocean carrier as an authorization to release the cargo to the inland carrier. It includes all the necessary information for the delivery clerk at the pier to understand that the cargo can be released to the domestic carrier. The Delivery Order is also known as a Pier Release.

Freight Release

Freight release is the written evidence that the freight charges for the cargo have been paid. Generally, it is added as an endorsement on the bill of lading. In case of a separate document, it may have to be presented at the pier to obtain the release of the cargo. (Normally, once the freight is paid, the cargo will be released without any additional documentation.) Freight release is also known as Freight Bill Receipt.

Special Customs Invoice

U.S customs service requires an official document named Special Customs Invoice if the rate of duty is based upon the value and the value of the shipment exceeds the amount set by the U.S. customs. The document is prepared by the foreign exporter or his/her forwarder and is used by the customs service in determining the value of the shipment. The exporter or his/her agent must attest to the authenticity of the data furnished.