Shipping Documents Checklist
Every document you need for ocean freight — organized by shipment type, with deadlines and responsible parties
Missing one document delays your shipment by days. Missing the wrong one gets your cargo held at customs. This checklist covers every document for FCL, LCL, reefer, DG, and multimodal moves — who prepares it, who receives it, and when it's due.
8–12
Documents per FCL
Incomplete paperwork
Most common cause of delays
3–7 days
Average customs hold
Core Documents — Every Shipment Needs These
These six documents are required for virtually every ocean freight shipment, regardless of Incoterms or cargo type.
Bill of Lading (B/L)
Legal proof of shipment. Required for cargo release at destination. OBL must be surrendered; SWB releases by consignee ID.
Triple-check consignee spelling — one wrong character and the bank rejects your LC presentation.
Commercial Invoice
Customs valuation, duty calculation, and payment terms between buyer and seller. Must match B/L description exactly.
HS code on the invoice must match the HS code on the packing list and the customs entry — mismatches trigger audits.
Packing List
Itemized breakdown of cargo: piece count, dimensions, weights, marks. Used by customs, terminal, and consignee to verify delivery.
Include net weight, gross weight, and CBM per line item — not just totals. CFS warehouses need this to plan devan.
Certificate of Origin (CO)
Proves where goods were manufactured. Required for preferential duty rates under FTAs. Some countries require legalized or apostilled copies.
Check if destination country accepts self-certified CO or requires a chamber stamp. EU uses EUR.1; USMCA uses CUSMA certificate.
Cargo Insurance Certificate
Covers cargo loss or damage during transit. CIF/CIP Incoterms require seller to provide. Marine cargo insurance typically covers 110% of invoice value.
Institute Cargo Clause A is all-risk. Clause C only covers named perils. Check your LC requirements — banks often reject Clause C.
Shipper's Letter of Instruction (SLI)
Authorizes the freight forwarder to act on behalf of the shipper. Contains routing, handling, and documentation instructions.
Include your AES/ITN number for US exports. The SLI is your paper trail if something goes wrong with the booking.
Documents by Shipment Type
Different shipment types require additional documents beyond the core six. Select your shipment type below.
Full Container Load (FCL)
Standard door-to-door container shipment. Shipper loads, consignee unloads.
VGM Declaration (SOLAS)
Mandatory since 2016. Container will not load without verified gross mass. Method 1 (weigh full container) or Method 2 (sum all items + tare).
Container Inspection Report
Photo-document container condition before loading. Protects against damage claims. Check floor, walls, roof, door seals, and CSC plate.
Seal Log
Record seal number on B/L and container inspection report. High-security seals (ISO 17712) required for C-TPAT and AEO shipments.
Loading Plan / Stowage Plan
Shows cargo placement, weight distribution, and securing method. Required by some carriers for heavy cargo or mixed loads. Hansatic generates this automatically.
Document Timeline — When to Prepare What
Timing is everything. Here's when each document should be ready relative to your shipment milestones.
Booking (2–4 weeks before ETD)
SLI, cargo insurance, DG declaration (if applicable), temperature request (reefer), booking confirmation
Pre-shipment (1–2 weeks before ETD)
Commercial invoice, packing list, certificate of origin, phytosanitary certificate, health certificate, SDS
Loading day
VGM declaration, container inspection report, seal log, DG packing certificate, loading plan, PTI report (reefer)
Post-shipment (1–3 days after ETD)
Bill of lading (draft → final), ISF filing (US imports, 24hrs before loading), AES/EEI filing (US exports)
Pre-arrival (before ETA)
Arrival notice, customs entry, duty payment, delivery order, fumigation certificate (if required)
5 Document Mistakes That Cost You Money
These are the errors we see freight forwarders deal with every week. All preventable.
B/L and invoice description mismatch
The goods description on the B/L must match the commercial invoice word-for-word. Even minor differences ("plastic parts" vs "plastic components") can trigger customs holds or LC rejections. Always copy-paste, never retype.
Missing or wrong HS code
Wrong HS code means wrong duty rate. If customs catches it, you pay the difference plus penalties. If they don't catch it, you're technically committing customs fraud. Use the destination country's tariff schedule, not your origin country's.
VGM submitted late or not at all
No VGM = container gets rolled to the next vessel. Terminal won't touch it without verified gross mass. Some terminals charge storage from the original gate-in date while you scramble to get the VGM filed.
Certificate of origin not legalized
Some countries (Middle East, parts of Africa and Asia) require the CO to be legalized by their embassy in the origin country. This can take 1–2 weeks. If you miss it, cargo sits at destination port accruing demurrage.
ISF filed late for US imports
Importer Security Filing must be submitted 24 hours before cargo is loaded on a vessel bound for the US. Late filing = $5,000 penalty per occurrence. "I didn't know" is not a defense — CBP has heard it 10,000 times.