Do Not Forget: Critical Shipping Documents
We ship a large number of products every day, and we understand the complexity of the system. There are several documents you need when transporting anything - especially if you are going international. Therefore, it is imperative that you have all your shipping documents to avoid any delays or losses.
Completing your shipping documents accurately ensures that your freight shipment arrives at the right place and time, with no unexpected delays or extra charges. This protects you from liability and losses while improving your customer service and the overall experience of the delivery.
But what are the most crucial documents you need for a smooth shipping experience? This blog covers all the essential shipping documents that are a must when shipping freight.
Most Critical Documents Required for Shipping
Use the following as a checklist to ensure you have all types of shipping documents:
Purchase Order
The purchase order is like the initial request. It is a document that makes the order official. It has all the details such as the two parties involved, the products purchased, the date of the order, etc.
Why is it critical? It outlines the details of the agreement and is physical proof of what is being delivered and how much it costs.
Bill of Lading
The bill of lading is a contract between the one sending the goods and the carrier delivering them. First, it confirms that the goods are received by the carrier. It also offers details such as the destination, what is included, and how to handle the goods.
Why is it critical? Many consider this to be the most important document for international transport. You must include it no matter what you are shipping, where it is going, or how it is getting there. It ensures everyone understands everything at every step of the process.
Commercial Invoice
A commercial invoice is the official proof of the sale and includes all the details. It is like the purchase order, but it finalizes the transaction instead of outlining the agreement.
Why is it critical? It includes all the crucial details and is legally required in freight shipping to get customs clearance.
Customs Invoice
A customs invoice is also required for cross-border shipping. This document declares the value of the goods plus any applicable duties and taxes.
Why is it critical? It offers transparency about the value of your shipment and is mandatory to clear customs.
Packing List
The packing list is simply a list of what is included - down to every tiny detail. It outlines the weight, volume, and value of the entire shipment and each box within the shipment.
Why is it critical? The packing list informs everyone, from the freight forwarder to the customs officers, of what is in the shipment.
In the event of an inspection, it helps things move faster. If there is an issue, it helps the handlers identify the box in question. This also reduces the risk of damage as they will not need to open and rifle through each box.
Proof-of-Delivery
The proof of delivery is a document signed by the recipient upon shipment delivery.
First, this proves the shipment arrived. Second, it shows that it was given to someone who verified that everything was in order. It can be its own document, but a signature on the bill of lading or the freight bill is also acceptable.
Why is it critical? The proof of delivery is the final proof that your products made it to their destination. But it is also useful should an issue arise. If there is a dispute, you have signed proof that the shipment arrived.
Freight Claims Form
A freight claims form is what you need to request reimbursement if your goods get lost or damaged. Hopefully, you do not need it, but you should always have it in hand.
Why is it critical? It can take weeks or even months to process and resolve if you need to make a claim. So, the sooner you get things started, the better. It is always advisable to have a claims form ready to avoid any delay in your claims process. Make sure you understand the document before you use it.
To ensure that your freight shipment arrives intact and on time to its final destination, ensure your paperwork is up to date. Inspecting your documents early can help you avoid losses and damage due to misrouting, mishandling, and delays in clearing shipments through customs.
The Benefits of Partnering with Freight Club
Freight Club is a leading end-to-end freight shipping platform that helps retailers effortlessly manage everything from booking and tracking to complete claims management and secondary insurance protection.
We offer exclusive access to enterprise rates by bringing together one of the largest carrier networks of LTL and parcel shipping providers in the United States. Access and compare discounted rates for big and bulky items and freight shipments from multiple carriers at once.
Trusted by thousands of small to medium businesses since 2015, Freight Club enables shippers to ship with confidence and ease.