Logistics, Trade Administration and Supply Chain

The Packing List is a document prepared by the shipper listing all kinds and quantities of merchandise in a particular shipment. A copy of packing list is often attached to the shipment itself and another copy send directly to the consignee to assist in checking the shipment upon received. In other words, the packing list is also called a bill of parcels. The packing list includes the following elements: Name and address of the seller/shipper/consignor, Name and address of the buyer/consignee, Issuance date, Invoice number, Sales order or contract number, Quantity and description of the goods, Shipping details including weight of the goods, number of packages, shipping marks and shipping numbers, Quantity and description of contents of each package, cartons, crate or container, Any other information as required in the sales contract or documentary credit e.g. country of origin. The packing list is a more detailed version of the commercial invoice but without the price...

The Shipper's Export Declaration (SED) is a document prepared by the shipper and presented to a government authority specifying goods expected along with their quantities, weight and destination. Each country has its own SED form. Certain elements are likely to be required in the SED for all countries. The SED typically includes the following elements: Name and address of seller, Name and address of buyer, Issuance date, Export license number (if required, based on certain countries' requirements and goods exported), Country of origin of the goods shipped, Country of final destination of the goods, Quantity and description of the goods, Country of export statistical classification number (some countries do not require this information for shipments under a certain level), Shipping details like, weight of the goods, number of packages and shipping marks and numbers. The SED is used by a nation's customs authority to control exports and compile trade statistic...

The Regional Trade Pact Import/Export Declaration is a standardised import/export document used in common by members of a regional trade group containing compliance, administrative and statistical information. This document is typically issued by the exporter or seller (shipper). The typical trade pact import/export declaration contains the following elements: Name and address of the exporter/seller/consignor/shipper, Name and address of the importer/buyer/consignee, Description and value of the goods, A statement of origin of the goods, Country of destination of the goods, Carrier and means of transport, Other compliance, administrative and statistical information. This document is used as an export declaration when exporting from any trade pact member country to a non-member country and as both an import and export declaration when transporting goods across country borders within the trade group. Because of its standardised format, this document is often linked to a...

The Inspection Certificate is a document issued by an authority indicating the goods have been inspected, particularly in accordance to a set of industry, customer, government or carrier specifications, prior to shipments and the results of the inspection. Inspection Certificates are generally obtained from a neutral testing organizations e.g. either a government entity or independent surveying company. In some cases, the inspection certificate can come from the manufacturer or shipper but not from the forwarder or logistics company. An Inspection Certificate should include the following details: Details, particularly of the consignor, consignee and the goods' description for the said shipment and other information to be in conformity with other documents e.g. documentary credit, commercial invoice, packing list, etc. Date of the inspection being made. Statement of sampling methodology. Statement of the results of the inspection. The name, signature and/or stamp or se...

The Certificate of Origin is a document issued by a certifying authority stating the country of origin of the goods which are to be exported to another country. The Certificate of Origin should include the following elements: Key details (particularly the consignor, consignee and description of goods) regarding the shipment. Also such details to be in conformity wit other documents e.g. documentary credit, commercial invoice and packing list. A statement of origin of the goods listed therein. The name, authorised signatory and/or stamp or seal of the certifying body, such as the chamber of commerce, trade associations, etc. A NAFTA (North America Free Trade Area) contains the following elements: Name and address of the exporter (shipper). Blanket period of the shipment (for multiple shipments of identical goods for a specified period of up to one year. Name and address of the importer (consignee). Name and address of the producer (manufacturer). Description of the good...

An air waybill is a non-negotiable transport document covering transport of cargo from airport to airport. A complete air waybill contains the following criteria: Name of carrier with a signature identified as that of carrier or named agent for and/or on behalf of the carrier, An indication that the goods have been accepted for carriage as well as the date of issuance or date of loading, In a documentary letter of credit, an indication of the actual date of dispatch if required by the documentary letter of credit or if the actual date of dispatch is not required by the credit, the issuance date of the document is deemed to be the shipment date, An indication of the airport of departure and the destined airport, Appears on its face to be the original for consignor/shipper, Terms and conditions of carriage or a reference to the terms and conditions of carriage in another source or document, Meets any other stipulation of the sales contract or documentary letter of credit. C...

A multimodal transport document is a bill of lading covering two or more modes of transport, such as shipping by rail and sea. A complete multimodal transport document should contain the following elements: Name of the carrier or multimodal transport operator with a signature identified as that of carrier, transport operator or ship's master or agent for or on behalf of either the carrier, transport operator or ship's master, An indication that the shipment has been dispatched, taken in charge or loaded on board along with a date, Indication of the place of receipt of the shipment that may be different from the place of actual loading on board and the place of delivery of the shipment which may be different from the place of discharge, A sole original or if issued in multiple originals, the full set of originals, The terms and conditions of carriage or a reference to the terms and conditions of carriage in another source or document other than the multimodal transpor...

A non-negotiable sea waybill is a transport document covering port-to-port shipments. It is not a title document, is not negotiable and cannot be endorsed. A complete non-negotiable sea waybill contains the following elements: Name of the carrier with a signature identified as that of carrier, or ship's master, or agent or on behalf of either the carrier or the ship's master An indication or notation that the goods have been loaded on board or shipped on a named vessel. also, the date of issuance or date of loading An indication of the port of loading and the port of discharge as specified in the original sales contract or documentary credit A sole original or if issued in multiple originals, the full set of originals The terms and conditions of carriage or a reference to the terms and conditions of carriage in another source or document In a documentary letter of credit, no indication that the document is subject to a charter party and/or an indication that the nam...

The commercial invoice is the key accounting document describing the commercial transaction between the buyer and the seller. The commercial invoice includes the following elements: Name and address of the seller Name and address of the buyer Date of issuance Invoice number Order or contract number Purchase order number Quantity and description of the goods Unit price, total price, other agreed upon charges and total invoice amount stated in the currency of the contract or letter of credit Terms of delivery and payment Shipping details, including weight of the goods, number of packages and shipping marks Authorised signature of the company representative filling out the form Any other information as required in the sales contract or letter of credit Cautions and Notes for Documentary Letters of Credit In transactions involving a documentary letter of credit, it is vitally important that the description of the goods in the commercial invoice correspond precisely...

A bill of lading is a document issued by a carrier to a shipper, signed by the captain, agent or owner of a vessel, furnishing written evidence regarding receipt of the cargo, the conditions on which transportation is made (contract of carriage) and the engagement to deliver goods as the prescribed port of destination to the lawful holder of the bill of lading. A bill of lading is, therefore both a receipt for the merchandise and a contract to deliver it as freight. There are a number of different types of bill of lading a number of issues that relate to them as a group of documents. Straight Bill of Lading (Non-Negotiable) A straight bill of lading indicates that the shipper will deliver the goods to the consignee. The document itself does not give title to the goods (making it non-negotiable). The consignee need only to identify himself to claim the goods. A straight bill of lading is often used when payment for the goods has already been made in advance or in cases where ...

Documents play a key role in international transactions. Both buyers and sellers need documents for bookkeeping, accounting, taxation, export and import formalities, as well as making payments using letters of credit and other documentary payment methods. This segment will give some examples of the most commonly used documents in the international trade. It is not an exhaustive listing. Specialized trades, special circumstances and different countries of origin and destination may require additional documentation. Transaction Documents The key transaction document is the invoice or commercial invoice. This document is used by all parties to the transaction for accounting and bookkeeping purposes. It is also required for export and import formalities as well as most banking and payment procedures. Export Documents These are documents required by the customs or national export authority of the country of export and vary greatly from country to country. Included are licenses,...