Sea Freight Transport
WHICH DOCUMENTS ARE NEEDED ?
Sea freight is typically the most cost-efficient option for international trade, but it is also the most document-driven. A single missing or inconsistent data point (shipper/consignee details, HS code, cargo description, weights, Incoterms®, or compliance references) can trigger customs holds, rolling of shipments, demurrage/detention, claims disputes, or trade-finance rejection. The objective is simple: document accuracy that matches the physical reality of the cargo and the commercial terms.
Obligatory export documents (core baseline)
1) Shipping Instructions / Forwarding Order (Shipper → Forwarder/Carrier)
Provide complete operational data to create the booking and transport documents:
- Shipper / consignee / notify party (full legal names, addresses, contacts)
- Incoterms® and agreed place (e.g., FCA Zurich, FOB Shanghai, CIF Le Havre)
- Cargo description (plain language + commercial description)
- HS code(s) where available (strongly recommended)
- Number of packages, gross weight, dimensions, volume (CBM)
- Container request (FCL) or cargo dimensions/stackability (LCL)
- Dangerous goods details if applicable (UN number, proper shipping name, class, packing group, flash point)
- Latest ship date / cut-offs / routing constraints
- Special handling (reefer set-point, humidity, OOG, lift-on/lift-off requirements)
2) Commercial Invoice (Trade or Pro Forma)
Must state the value of the goods (even for warranty, samples, or free-of-charge deliveries), plus:
- Currency, unit price, total amount, terms of sale
- Seller/buyer details, Incoterms®, country of origin (when relevant)
- Clear description consistent with packing list and customs declaration
3) Packing List
Operational document used by logistics and customs:
- Package count, type of packaging, marks & numbers
- Net/gross weights, dimensions, CBM
- Itemized contents (aligned with invoice)
4) Export Customs Declaration (as applicable)
Required for export clearance under the exporting country’s rules (EU/EEA/CH and elsewhere). Ensure:
- Correct exporter/importer of record details
- Correct HS classification and customs value basis
- Required licenses/authorizations if controlled goods apply
5) Verified Gross Mass (VGM) for FCL (SOLAS requirement)
For packed containers, the shipper must provide the verified gross mass before vessel loading (often via carrier portal/EDI, sometimes through the forwarder).
Conditional export documents (transaction / commodity / country-driven)
Copy of Letter of Credit (L/C) instructions (if applicable)
If an L/C is used, provide a copy (or at least the documentary requirements page). This prevents classic discrepancies such as:
- “Clean on board” wording, correct consignment (“to order”), correct notify party
- Document dates, signatures, number of originals, and exact description constraints
Export license / permit (if applicable)
Applies to controlled goods (dual-use, strategic items), quota goods, restricted chemicals, sanctioned destinations, etc. Your LSP/customs broker should validate this early—before booking.
Certificates and attestations (examples)
Depending on commodity and destination:
- Certificate of Origin (non-preferential) and/or preferential origin proof (to reduce duties where applicable)
- Phytosanitary / veterinary / health certificates
- Fumigation certificate, treatment evidence (as required)
- Dangerous goods declaration + SDS (Safety Data Sheet) + container packing certificate (DG)
- Insurance certificate (if required by contract, customer, or trade finance)
Import documents (customs clearance baseline)
Typical import clearance file includes:
- Commercial invoice (often duplicate; certification where required)
- Packing list
- Transport document: Bill of Lading (B/L) or Sea Waybill / Release reference
- Certificate of Origin and/or preferential origin proof (when relevant)
- Import permits for regulated goods (country-specific)
Imports requiring an import permit
Some goods (e.g., textiles, medical items, chemicals, food products, controlled devices) may require pre-authorization. Best practice is to obtain permit readiness before the goods sail, not after arrival.
Different types of sea transport (what changes operationally)
LCL (Less than Container Load)
For volumes that do not fill a container. Cargo is consolidated with other shippers’ freight:
- Packaging must be robust (multiple handling points)
- Expect additional handling time and more interfaces (warehouse → CFS → consolidation → deconsolidation)
FCL (Full Container Load)
A full container dedicated to one shipper (or one shipper group):
- Preferred for larger volumes, higher value, or cargo requiring segregation/security
- The shipper is responsible for proper stuffing, blocking/bracing, sealing, and VGM submission (unless outsourced)
Ro/Ro (Roll-on / Roll-off)
Rolling cargo (cars, trucks, buses, construction equipment):
- Focus on operability, fuel/battery restrictions, and damage inspection protocols
Breakbulk / Project cargo (common in industry, energy, construction)
Non-containerized heavy/oversized cargo:
- Requires lifting plans, stowage approvals, and often engineered packaging
Bulk
Commodities (grain, minerals, liquids) handled by specialized terminals:
- Requires quality/weight certification regimes and terminal-specific documentation
Bills of Lading (B/L): what matters in practice
A B/L typically serves three functions:
- Receipt for goods received by the carrier
- Evidence of the contract of carriage
- Document of title (when issued as negotiable “to order”)
Clean vs. Claused B/L
A “clean” B/L has no adverse remarks on the apparent condition of cargo/packaging at loading. Clauses can trigger disputes and, under L/C, may block payment.
Ocean (Liner) B/L
Port-to-port carriage (load port → discharge port). Commonly used when the consignee or bank requires a negotiable title document.
Sea Waybill (non-negotiable)
Often used when no title transfer is needed (faster release, less paperwork risk). Suitable for trusted counterparties and open-account trade.
Master B/L vs. House B/L (forwarder/NVOCC structures)
- Master B/L: carrier → forwarder/NVOCC
- House B/L: forwarder/NVOCC → shipper/consignee
House-level data quality is critical because it drives compliance filings and downstream import clearance.
Through / Multimodal B/L (Combined Transport)
Covers inland + ocean under one document (e.g., door-to-door). Often issued by forwarders and aligned with multimodal liability frameworks.
Endorsement (for negotiable B/L)
When a B/L is issued “to order,” endorsement transfers rights. Incorrect endorsement is a frequent cause of cargo release delays.
Dangerous goods (DG): do not improvise
Sea DG shipments must comply with strict rules (IMDG Code and carrier requirements). Even everyday products may qualify (batteries, aerosols, adhesives, perfumes, solvents). If DG is misdeclared or undeclared, the shipper can face:
- Cargo shut-out, fines, emergency response costs
- General Average exposure and full liability for damages
Minimum DG document set (typical):
- DG Declaration (accurate UN details, packing, quantities)
- SDS (Safety Data Sheet)
- Container Packing Certificate (for FCL DG, often combined with the DG form)
- Labels/marks and compliant packaging evidence
Shipping lines and services
Modern container shipping is structured around global carriers, alliances/vessel-sharing agreements, and integrated logistics networks, with frequent schedule adjustments (blank sailings, port congestion recovery plans) and cost pass-through mechanisms.
From a shipper perspective, focus on:
- Cut-off governance (SI cut-off, VGM cut-off, gate-in cut-off)
- Demurrage/detention terms (free time, dispute process, tariff triggers)
- Surcharge transparency (BAF/FAF, peak season, security, imbalance, emissions-related charges where applicable)
- Data discipline (correct parties, cargo data, and references from day one)
What is a container? (and why it matters operationally)
Containers are standardized transport units enabling intermodal handling (truck / rail / barge / ship). Choose equipment based on cargo risk, dimensions, and handling constraints:
- Standard dry / High cube
- Reefer (temperature-controlled)
- Open top / Flat rack (oversize)
- Tank container (liquids)
Many shippers use inland depots (empty container yards) near industrial areas. Availability of special equipment can be constrained and may require extra lead time.
Practical checklist (consultant-grade, low drama, high reliability)
Before booking, validate:
- Incoterms® + roles (exporter/importer of record, customs broker, payer of charges)
- Party master data (legal names, addresses, tax/customs IDs if needed)
- Invoice + packing list consistency (description, weights, package count, value)
- HS code readiness and licensing checks (controlled goods, sanctions, restrictions)
- DG classification review (when any doubt exists)
- VGM ownership (who weighs, how, and when it is transmitted)
- Release model (original B/L vs. sea waybill vs. e-release) aligned with payment terms
- Cut-offs and buffer time (especially for LCL and port-gate windows)
- Demurrage/detention exposure and escalation path
- Document set aligned with customer/bank requirements (L/C rules if applicable)
Regulatory & market context you may want to reflect in 2026
European inbound shipments increasingly rely on advance cargo data quality (e.g., Entry Summary Declarations), and maritime decarbonisation measures are now a commercial reality (emissions-related cost pass-through and reporting expectations). In RFQs and contracts, shippers should require data accuracy responsibilities, surcharge governance, and auditable emissions reporting—not just a freight rate.
