At a glance
| Document | Job | Timing |
|---|---|---|
| Commercial invoice | States the sale, goods and customs value | Before customs entry and document presentation |
| Packing list | Identifies packages, marks, dimensions and weights | Before handover and clearance |
| Shipping instructions | Tells the carrier or forwarder how to prepare the transport record | Before the documentation cutoff |
| Verified gross mass | Provides the verified mass of a packed container | Early enough for the ship stowage plan |
| Bill of lading | Records receipt and the contract of carriage. Some forms also control delivery | Issued by the carrier or NVOCC after receipt or loading |
| Origin evidence | Supports origin requirements or a preference claim | Before clearance, and sometimes before shipment |
| Importer Security Filing | Provides advance data for US-bound ocean cargo | Generally at least 24 hours before foreign loading |
In practice
The container deadline
Under SOLAS, the shipper named in the contract of carriage is responsible for providing verified gross mass. The figure must reach the master or representative and the terminal in time to prepare the stowage plan. A packed container without VGM is not eligible to be loaded under the rule.
VGM can come from weighing the packed container or from adding the certified masses of cargo, packages, pallets, dunnage and securing material to the container tare, subject to the method approved where packing was completed.
Draft the bill from checked instructions
Names, ports, marks, package counts and descriptions on shipping instructions should be checked against the invoice and packing list. Correct the draft before originals or release instructions are issued. Whether an original negotiable bill, straight bill or sea waybill is appropriate depends on the sale, payment method and delivery arrangement.
Destination filings start before arrival
Advance cargo filings can be due before loading. For US-bound ocean cargo, the importer or its agent handles ISF, but the exporter and supplier often hold several required data elements. Send them early enough for the importer to file.
Use it
Questions
+Who issues the bill of lading?
The ocean carrier or an NVOCC issues it. The shipper supplies and checks the information used to prepare it.
+Is VGM the same as cargo gross weight?
No. VGM covers the packed container, including cargo, packages, pallets, dunnage, securing material and container tare.
Sources
Requirements vary by country and shipment. These primary references support the general guidance above.