Navigating the complex documentation requirements for international ocean freight bookings can be daunting for shippers. The process resembles booking tickets for a global voyage, requiring detailed cargo information, shipping particulars, and special handling instructions. This guide outlines the essential documents needed to secure container space and ensure smooth cargo movement.
I. Core Booking Documents: Your Shipping Passport
1. Booking Note (B/N): The Foundation Document
This formal request for container space initiates the shipping process and must include:
- Party Details: Complete legal names and addresses of shipper, consignee, and notify party in English
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Cargo Specifications:
- Precise commodity descriptions (avoid generic terms like "electronics")
- Exact quantities (e.g., 100 cartons, 500 units)
- Gross/net weights (critical for freight calculations)
- Volume measurements in cubic meters (CBM)
- Packaging type (cartons, pallets, crates, etc.)
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Shipping Particulars:
- Port of loading/discharge
- Estimated departure date (ETD)
- Container type/quantity (20GP, 40HQ, etc.)
- Incoterms (FOB, CIF, etc.)
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Special Requirements:
- Dangerous goods classification (if applicable)
- Refrigeration needs with temperature ranges
- Oversized/overweight cargo specifications
2. Commercial Invoice: Value Declaration
This financial document serves as the basis for customs valuation and must contain:
- Detailed line-item descriptions matching the booking note
- Unit prices and total values
- Applicable Incoterms
- Complete buyer/seller information
3. Packing List: Cargo Specifications
The detailed packaging breakdown includes:
- Per-package quantities/weights/dimensions
- Packaging methods (cartons, pallets, etc.)
- Shipping marks for cargo identification
II. Special Cargo Requirements
1. Dangerous Goods
- UN-certified classification report
- IMDG-compliant packaging certificates
- Special booking application forms
2. Temperature-Controlled Cargo
- Precise temperature range requirements
- Phytosanitary certificates for perishables
3. Oversized/Heavy-Lift Cargo
- Detailed dimensional drawings (centimeter precision)
- Certified weight certificates
4. Certificates of Origin
Required for preferential tariff treatment (e.g., Form A, Form E)
III. Post-Booking Documentation
1. Shipping Instructions (SI)
The final confirmation of bill of lading details must align precisely with customs declarations.
2. Customs Clearance Documents
- Electronic export declarations
- Sales contracts
- Customs power of attorney (if using agents)
- Special certificates (export licenses, fumigation docs, etc.)
Critical Compliance Considerations
- Maintain absolute consistency across all documents
- Verify destination-specific requirements in advance
- Consult professional freight forwarders for complex shipments
Understanding these documentation requirements enables shippers to navigate ocean freight bookings efficiently while minimizing delays and compliance issues.