Documentation is essential for the transportation of cargo from the origin to its destination. The shipper includes a full description of the cargo unit in his bill of sale to the consignee, describing the number of pieces and their details. This includes a description of the package with its dimensions, weight, country of origin, center of gravity, and lifting and securing points clearly marked on the outside of the crate. The crate is uniquely identified by a mark or number including the consignee’s name and address and port of discharge. This information is transcribed on to a pro-forma Bill of Lading or a booking note as a means of transmitting these details to the ship’s agent.
The ship’s agent incorporates the shipper’s data onto the ocean carrier’s official Bill of Lading and the data is entered with the growing list of cargo details on the cargo manifest. The ship’s agent prepares a cargo list for distribution to the stevedores, the port Captain, and the terminal operators with a brief description of the crate and its contents. Extraordinary dimensions of size, weight and hazardous nature of the cargo are also mentioned. A mate’s receipt is prepared with this cargo description. This document is sent to the stevedores for confirmation of receipt of cargo and its condition. Any handling damage is noted at this time. It is then given to the ship’s Chief Officer who signs it and returns it to the ship’s agent.
The ship’s agent notes the exceptions noted on the mate’s receipt and transcribes them onto the ocean carrier’s official Bill of Lading or includes the exceptions in a letter of indemnity, which is to be presented to the shipper.
The formal Bill of Lading is freighted by adding the ocean freight calculation. It is to be signed by the Captain before the ship’s departure or by the agent if he has the Captain’s authority to sign the Bills of Lading. Two or three Bills of Lading are stamped as the original and are fully negotiable and copies are given to all concerned parties.
Several copies of the freighted Bill of Lading are sent to the freight forwarder for filing along with the certificate of origin, which the forwarder prepares with the information provided. A copy of the complete cargo manifest is also sent to the forwarder. A full set of copies of the Bills of Lading, the cargo manifest, and the mate’s receipt are given to the ship’s Captain. It is sent to the ship’s agent at the discharging port.
The originals and several copies of the freighted Bill of Lading are sent to the shipper, who sends one original copy to the consignee and another original copy to the consignee’s bank as proof of shipment. The shipper pays the ocean freight to the ocean carrier as per the Bill of Lading and the consignee’s bank pays the sale price as noted on the original commercial invoice on behalf of the consignee.
Generally, standard documentation is followed across the world with few changes necessitated by the national rules and regulations.
The link provides information on the common export documents required for trade in US.