Forwarding Instruction Generator
Books a consignment with a freight forwarder: collection details, routing, cargo particulars and who pays which charges.
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| Item # | Description | Pkgs | Pkg Type | Gross Wt (KG) | Dims (CM) | Vol (CBM) | |
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About this document
A forwarding instruction briefs a freight forwarder on a job: what to collect, from where, how it should travel and what to do at each end. Where a shipping instruction concerns the transport document, this concerns the whole movement: collection, clearance, on-carriage and who is paying for each leg.
Cover the whole journey, not just the sea leg
Freight rates quoted port to port say nothing about how goods reach the port or leave it at the other end. State the collection address and readiness date, whether the forwarder is arranging export clearance, and what happens after discharge. Gaps in the instruction become assumptions. Assumptions become charges you did not expect.
Say who pays for what
The Incoterm sets the split in principle, but forwarders need it in practice: prepaid or collect, which party is billed for terminal handling, and who covers customs charges at destination. Where the Incoterm and the instruction disagree, the forwarder will follow the instruction and invoice accordingly, so it is worth making them consistent before sending.
Flag anything that changes handling
Dangerous goods, temperature control, out-of-gauge dimensions, high value and time-critical delivery all change how a shipment is booked and priced. Raising them in the instruction gives the forwarder a chance to route accordingly. Raise them after booking and it usually means rebooking. Sometimes it means missing the vessel.
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Keep building your document set
- Commercial InvoiceGoods, values and payment details.
- Packing List — DetailedPackages, weights and dimensions.
- Certificate of OriginThe declared origin of your goods.
- Bill of LadingShipper, consignee and cargo details.
- Shipper's Letter of InstructionInstructions for your freight forwarder.
- Verified Gross Mass DeclarationThe verified weight of a packed container.
Questions
+Is a forwarding instruction the same as a booking?
No. The instruction is your brief to the forwarder. The booking is what the forwarder then makes with a carrier. One leads to the other, and the confirmation you receive back is the booking.
+What does prepaid or collect mean?
Prepaid means the shipper pays the freight. Collect means the consignee pays at destination. It should follow from the Incoterm, and it must be stated on the instruction because it is printed on the bill of lading.
+Do I need one for every shipment?
For regular movements on a standing arrangement, a short instruction or a reference to the standing terms is usually enough. For anything new, unusual or high value, a full instruction protects both sides by putting the assumptions in writing.
+Should I include the HS code?
Yes, where the forwarder is handling customs clearance. They will file on the basis of what you provide, and the responsibility for an incorrect classification generally rests with the exporter rather than with them.
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