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Shipping documents are essential in both domestic and international transportation processes. All types of shipments or larger forms of transport require them to handle cargo as efficiently as possible. Transport documents are as important for the sender as they are for the receiver.
Required shipping documents may vary depending on the industry, local regulations, and the nature of the cargo being transported. It is important to tailor them to the specific needs and requirements of domestic or international transportation.
What role do shipping documents play in transportation and logistics?
In the field of logistics, documents related to transportation are used to support risk management and dispute resolution, as well as to facilitate crossing borders in customs and tax matters.
Various shipping documents form the basis for operational efficiency, financial settlements, and security issues. They contain information about the nature of the shipment, contributing to compliance with safety standards. Confirmations and permits in the documentation serve as evidence of the legality and compliance with the regulations of the transportation process. Without them, the execution of the profession of road, rail, or air carrier would be much more complicated.
Types of transport documents in domestic transportation
Domestic transportation, also known as cabotage, uses various types of shipping documents, which confirm the carriage agreement and facilitate the tracking and control of transported goods.
Waybill
The legal basis of transportation, containing key information about the cargo, transportation conditions, fees, and compensation. It is essential in customs control, transportation disputes, confirming the recipient's right to accept goods at the destination;
Cargo Manifest
A list of all transported goods, with detailed descriptions, quantities, weights, and other relevant information. It allows for monitoring, managing, and identifying transported goods;
Delivery Confirmation
A document confirming that the goods have been delivered to the destination. Typically contains the recipient's signatures and delivery date;
Road Map
Contains details of the transport route, planned stops, and other important information for the driver and carrier;
Electronic Waybill
An electronic version of the waybill, facilitating the automation of processes and eliminating paper documents;
Road Control Card
Confirms compliance with regulations, vehicle inspection, equipment, and compliance with transportation regulations;
Freight Invoice
Contains information about the costs associated with transportation, fees, and payment terms;
Captain's Receipt
Includes documentation related to the receipt of cargo by the ship's captain;
Animal Transportation Documents
Various documents are necessary for animal transportation, including an Animal Health Certificate confirming their welfare and compliance with sanitary-veterinary requirements. Additionally, Animal Transport Documents, Transport Permit (when required), Border Crossing Permit, and Identification Documents such as microchips or tattoos are important. An Emergency Plan may be required for longer routes. Customs documents, including customs declarations, are also essential when crossing borders. Compliance with regulations is important to ensure the safety and welfare of transported animals.
Types of shipping documents in international transportation
Shipping documents play a crucial role in the execution of every international transport, regulating agreements and meeting customs requirements.
Waybills
The first of these is the international waybill, which confirms the carriage agreement in road transport. It contains information about the goods, sender, receiver, and transportation conditions.
Another important document is the air waybill, which establishes the agreement between the sender and the airline. It describes the shipment in detail, the flight, fees, and other important information. Master Air Waybill (MAWB) and House Air Waybill (HAWB), where HAWB is used in shipment consolidations.
It should also be noted that in maritime transport, a bill of lading is required, confirming the acceptance of cargo on board the ship and containing details of the carriage agreement. Its counterpart in rail transport is the railway consignment note.
Certificates
There are also certificates that must be remembered in this process. These include, among others, the driver's certificate, which confirms the driver's professional qualifications, and the phytosanitary certificate. The latter confirms that the plant shipment is free from pests and diseases. Such a certificate is issued by the authorities of the exporting country and must comply with the sanitary-veterinary regulations of the importing country.
ATA Carnet
The ATA Carnet is an international customs document facilitating the temporary importation of goods into foreign territories without the need for full payment of customs duties and taxes. It is used for exhibitions, sports events, or training purposes, among others. The goods must be returned after a specified period of time. The ATA Carnet is internationally recognized and facilitates the movement of various types of goods.
ATP Certificate
The ATP Certificate is an international document confirming that transport means, especially refrigerated ones, meet specified temperature standards. It is essential for transporting goods that require special storage conditions. It has a validity period, undergoes regular technical inspections, and is accepted internationally, facilitating the transport of temperature-controlled goods.
TIR Carnet
The TIR Carnet is an international customs document facilitating the transport of goods across borders. It is issued by the International Road Transport Union (IRU) and allows passage through countries without the need to pay customs duties at the borders. The TIR Carnet reduces bureaucracy and speeds up customs clearance processes in road transport.
Other Documents
It is also necessary to mention documents such as customs declarations, commercial invoices, or certificates of origin, which play a significant role in crossing borders and meeting customs requirements. They are crucial for ensuring the correct and safe transportation of international goods.
Errors in shipping documents and their consequences
Errors in shipping documents can have serious consequences in international transport. Incorrect address data leads to the delivery of goods to the wrong location, generating additional costs and delays. Errors in the description of the goods can lead to problems with customs authorities and additional charges. Mistakes in the quantity of goods can generate financial conflicts with suppliers and recipients.
Errors in the tracking number make it difficult to monitor the shipment, and errors in customs documents can result in the refusal of import, delays, or customs penalties. Problems with recipient data carry risks to safety and liability. Currency payment errors lead to financial conflicts, and errors in delivery terms result in delays and additional costs.
Errors in insurance documents can make it difficult to obtain compensation, and mistakes in descriptions and seals can lead to problems with the acceptance of goods by carriers or customs officials. In case of errors, quick correction is crucial to avoid negative consequences for all parties involved.
Electronic Data Interchange (EDI) Systems
Electronic Data Interchange (EDI) systems are technologies that enable direct electronic exchange of business information between trading partners. They replace traditional paper documents, automate business processes, use standard data formats (such as EDIFACT or ANSI X12), provide secure transmission, reduce operational costs, enable easy transaction tracking, and integrate with ERP systems. EDI systems are widely used in various industries, contributing to efficient exchange of business information on a global scale.
How to prepare shipping documents?
Preparing shipping documents is a key step in transporting goods. Basic steps include: obtaining information about the shipment (quantity, type, weight of goods), choosing the appropriate shipping document, completing data regarding the sender, recipient, means of transport, route, and cargo description. Shipping documents should be tailored to the customs requirements of the destination country. After signing the documents, securing the goods, and preparing electronic copies, tracking the shipment using the tracking number remains. Shipping documents are necessary already at the place of dispatch, and their importance does not change in further stages of transportation. The dimensions of the transported goods that are to reach their destination and the importance of a particular shipment do not affect their significance