Do you get puzzled when you see terms like bill of lading, arrival notice, or letter of credit? Do you have trouble understanding what these terms mean? Don’t worry; we’re here to assist you in understanding what important shipping documents you may encounter or need to consider when transporting your freight. While cargo shipping paperwork is required, it varies depending on the type of cargo being shipped and the origin and destination regions. So, before you start shipping, ensure you know which shipping documents are required.

Shipping documents required for imports

• Commercial Invoice
• Bill of Lading
• Arrival Notice
• Import Customs Declaration
• Air or Railway Bill
• Import License
• Letter of Credit
• Importer Security Filing (local customs requirements)

Shipping documents required for exports

• Packing List
• Bill of Lading
• Air or Railway Bill
• Export Customs Declaration
• Commercial Invoice
• Certificate of Origin
• Letter of Credit
• Certificates (production, vessel, phytosanitary)

The Most Important Shipping Documents

• Commercial Invoice

The Commercial Invoice is the most crucial cargo shipping paperwork when shipping ocean freight. The seller (exporter) issues an invoice to the buyer (importer). It is essential for the customs clearance process. This process will be efficiently handled by the best logistics company in UAE you partner with for your business tasks.

• Packing List

The Packing List is one of the most important shipping documents when moving ocean freight globally. It includes a full summary of the cargo specified on the Commercial Invoice. It also includes information regarding the item’s packaging, as well as the markings and numbers on the outside of the shipment boxes.

• Export/Import Customs Declaration

An Export or Import Customs Declaration lists the products that are imported or exported. This declaration is very important when transporting overseas freight. In legal terms, a Customs Declaration expresses the intention to place goods under a specific customs procedure. The Declaration is used for customs clearance and calculating the duties or taxes that apply to the cargo. It is created by a customs broker using the invoice and packing list.

• Bill of Lading & Sea Waybill 

The Bill of Lading is a detailed document that you will get from the logistics company in Dubai and the UAE you partnered with. It is the transportation contract, which includes crucial cargo details. It is an important aspect of ocean freight and confirmation that the carrier received the items from the shipper in good condition. The party holding this paper also has control over the cargo.

A Sea Waybill is also a transportation contract. However, the Sea Waybill is not required for cargo delivery and will only be issued as a cargo receipt. Furthermore, a Sea Waybill is non-negotiable and cannot be transferred to another party.

• Certificates (Production, Vessel, Phytosanitary)

Depending on the type of cargo, you may be required to give one of the following certificates:

• The Production Certificate covers products made from sustainable resources or recognized methods, such as sustainable wood sources. Cargo must be permitted to be carried into or out of areas where production regulations may apply.
• The Vessel Certificate verifies ownership of a vessel. It also offers information about the vessel’s age and maintenance. The certificate is frequently requested as part of the Letter of Credit.
• The Phytosanitary Certificate verifies that plants and plant products are free of regulated pests. It also adds that the cargo meets additional phytosanitary requirements established by the importing country.

• Air or Rail Waybill

Depending on your preferred method of transportation, you will receive an Air or Rail Waybill. The Air Waybill (AWB) is a non-negotiable document given by an airline to acknowledge custody of a shipment. The AWB is a form of bill of lading. However, because it is issued in a non-negotiable form, an AWB provides less protection than a bill of lading. The AWB also serves as a receipt for the consignor (or shipper). This document includes the shipment’s destination address as well as contact information for the consignor and consignee (receiver).

In comparison, the Rail Waybill is cargo shipping paperwork used for railway shipments. This document is created by the shipping agent or railway line after obtaining instructions from the shipper.

• Arrival Notice

The Arrival Notice, also known as the Notice of Arrival, is a further essential part of cargo shipping paperwork. This document tells you that the goods have arrived at their destination. It comprises crucial information such as the item description, sailing data, destination country customs costs, and the ocean freight carrier’s contact information. It is issued by the ocean freight carrier’s destination agent to the consignee and any others who may be required to inform as specified on the Bill of Lading.

• Certificate of Origin

The Certificate of Origin is one of the most important shipping documents that specifies where a country’s goods or commodities were manufactured. It is used on a regular basis. This document specifies the commodities, their destination, and the nation of export. It is an important form since it determines whether products are eligible for import and if they are subject to duties.

 

• Importer Security Filing (Local Customs Requirements)

Your cargo may require an Importer Security Filing (ISF). This document is a US Customs and Border Protection regulation that solely applies to ocean cargo imports. Prior to placing the shipping order, importers should transmit the necessary data for this documentation to their US customs broker, as it must be lodged with US customs, and border protection is provided 24 hours before departure from the last origin port. The required data comprises the seller’s and buyer’s names and addresses, the importer of record, the ultimate consignee, the manufacturer’s name and address, and the country of origin.

• Letter of Credit

A Letter of Credit is a fundamental form of payment in international trade transactions. It is inherently irreversible. This document represents a bank’s pledge on behalf of the buyer (the importer) to the seller (the exporter) to pay a defined sum in an agreed-upon currency. Furthermore, it requires the seller to produce the necessary cargo shipping paperwork by a certain period. It also includes information such as the product description, quantity, technical specifications, and documentation requirements. A logistics company in Dubai and the UAE with experts in this sector can definitely help you understand all complicated procedures.