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Shipping instructions template

Shipping Instruction Template

A Shipping Instruction is a document provided by the exporter (or agent) to the carrier. It contains details of the parties involved, the cargo to be shipped, and any specific requirements for its transportation. The shipping instructions are used by the carrier to prepare the Bill of Lading.

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Sign & seal docs digitally

What is a Shipping Instruction used for?

A Shipping Instruction is similar in purpose to a Shipper’s Letter of Instruction or Forwarding Instructions but is used when the shipper is dealing directly with a carrier/shipping line. The document provides details on the parties involved, the cargo being shipped, and any specific requirements for its transportation. The information on this document will then be used by the carrier to prepare the Bill of Lading. It is therefore important to ensure all details are accurate to avoid any critical issues or delays.

How to create a Shipping Instruction

  1. Open IncoDocs

    Open IncoDocs in your browser and navigate to the “Export Docs” section.

  2. Choose the Shipping Instruction template

    Click on 'New document set' and select the Shipping Instruction template along with any other export documents you wish to create.

  3. Fill out & customize your doc

    Fill out the document, customize template fields to your needs and add your company letterhead. To save time and prevent re-entry errors, enter key shipment data into the Master File to have it sync across all other documents in your set automatically.

  4. Sign & seal

    Click on the signature box at the bottom of your document to create and place a digital signature then hit “Save & Quit”. On the document preview screen, click on the ‘More’ dropdown button and select “Add company seal” to place a digital stamp.

  5. Download or share

    Download or share documents from IncoDocs in 1-click. Documents can be downloaded as PDF or CSV which can be imported into other systems without manual re-entry.

Your questions, answered.

What information is included on a Shipping Instruction Document?

Shipper and Consignee - The shipper will confirm the details of the exporting company (shipper) and the company that is receiving the cargo (the consignee).  This requires the company name, address, contact phone number, email address etc.
Notify Party - If the consignee works with another 3rd party in the country of import, that company’s details can be added as a Notify Party.  Again, the notify party will also include company name, address, contact phone number, email address etc.
Shipping Line or Forwarding Agent - The details of the shipping line or forwarding agent that is arranging the transport of the cargo. The Shipping Instruction will need to include the company details, logo and their specific terms and conditions.
Cargo & Product details and descriptions - The Shipping Instruction will require detailed fields on the products and packaging details.  These details include description of goods, number and kind of packages, Gross weights (kg), measurements (m3), shipping marks & numbers. Shippers must declare if the shipment includes any Hazardous / Dangerous goods and if the shipment is under a Letter of Credit contract.  In addition, any other special instructions or additional information can be added.
Departure and Destination details - The port of loading and port of discharge for the shipment (airport or seaport).
Shipment Type & Pickup Details - The Method of Dispatch (Sea, Air, Road, Rail), Type of shipment (FCL, LCL, Breakbulk etc).  Confirmation if the freight is required to be picked up from the shipper’s address.
Freight Charges - The shipper will declare which party is paying for the freight charges (Freight Collect, or Freight Prepaid).  This depends on the Incoterm® that is agreed between the buyer and seller.  It will also detail document instructions.
Signatory Company - To finalize the document, the shipper can add their signatory details:
Signatory Company
Name of Authorized Signatory
Signature
Company Seal (optional)

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