Basic Shipping Documentation. - An induction on the container transport, and its driving forces. - Outlines of the parties and sectors who involve in the business. - Outlines of the operation, and - Introduction of the various key documents associated with each sector of the business, and their significance. What documents are produced in facilitating the shipment cycle: - Apart from the physical transportation of the goods from the buyer to the seller, there are various kinds of documents involved. - This presentation aims at providing a basic knowledge on the key documents. - For details on the documents, you may need to refer to the relevant text.

1. Basic Shipping DocumentationBasic Shipping Documentation

2. Shipping DocumentationShipping Documentation
An induction on the container transport,
and its driving forces.
Outlines of the parties and sectors who
involve in the business.
Outlines of the operation, and
Introduction of the various key
documents associated with each sector
of the business, and their significance.

3. Who, What is involved, and WhyWho, What is involved, and Why

4. What documents are producedWhat documents are produced
in facilitating the shipment cyclein facilitating the shipment cycle
Apart from the physical transportation of the
goods from the buyer to the seller, there are
various kinds of documents involved.
This presentation aims at providing a basic
knowledge on the key documents.
For details on the documents, you may need
to refer to the relevant text.

5. Documents In The OutboundDocuments In The Outbound
Business CycleBusiness Cycle
LOAD
CONTAINER
ON SHIP
FREIGHT
CHARGE
COLLECTION
RELEASE B/L
TO CUSTOMER
FREIGHT
CHARGE
COLLECTION
RELEASE B/L
TO CUSTOMER
ISSUE
BILL OF
LADING
(B/L)
IDENTIFY
PROSPECTIVE
CUSTOMERS
BOOK
CARGO
AGREE ON
PRICE AND
SERVICE WITH
CUSTOMER
AGREE ON
PRICE AND
SERVICE WITH
CUSTOMER
MARKETING PRICING/SALES CUSTOMER SERVICE
CUSTOMER
DELIVERS
THEIR
CARGOES
TO
WAREHOUSE
CUSTOMER
DELIVERS
THEIR
CARGOES
TO
WAREHOUSE
DEPOT/TRANSPORT
CFS (Container Freight Station)
MARINE
OPERATIONS
CUSTOMER SERVICE
FREIGHT CASHIER
TRANSMIT
B/L INFO
TO
DESTINATIONS
TRANSMIT
B/L INFO
TO
DESTINATIONS
DOCUMENTATION
CONTAINER
STUFFING
LOADED
CONTAINER
TO
TERMINAL
OR DEPOT
LOADED
CONTAINER
TO
TERMINAL
OR DEPOT
CARGO
CONSOLIDATION
AND
STUFFING
CUSTOMER
PICKS UP EMPTY
CONTAINER
AT TERMINAL
OR DEPOT
CUSTOMER
PICKS UP EMPTY
CONTAINER
AT TERMINAL
OR DEPOT
MEET WITH
CUSTOMER
SALES
DISCHARGE
COTAINER
DISCHARGE
COTAINER
DELIVERY OR
CUSTOMER
PICK UP
DELIVERY OR
CUSTOMER
PICK UP

6. 1.1. To Identify ProspectiveTo Identify Prospective
CustomersCustomers
Customer nomination
e.g. in L/C
Sales calls & follow
up on transport
solution for their
Sales Contract
Walk-In customers

7. What is a L/C ?What is a L/C ?
Definition of a
Documentary Credit
Availability under
Documentary Credits
Guideline for handling
Documentary Credit is
set in ICC publication
No.500 (the UCP500)

8. Who use the L/C ?Who use the L/C ?
DC Issuing and Advising Flow ChartDC Issuing and Advising Flow Chart
OK

9. Why the L/C ?Why the L/C ?
In Export Document NegotiationIn Export Document Negotiation
OK

10. What is Sales Contract ?What is Sales Contract ?

11. What are common in theWhat are common in the
ContractContract
Name and address of seller & buyer
Reference between the document and the
goods themselves
Number/quantity
Price
Delivery Terms (Incoterm CIF, FOB etc.)
Payment
Transport
Insurance
Import and export license
Various contract terms

12. Definition of INCOTERMDefinition of INCOTERM
INCOTERMS are International Commercial Terms used
in shipping documentation which are recognized as the
international standard.
INCOTERMS are generally letters or abbreviations that
represent a universal understanding of: the parties
involved, terms of sale, point of origin, destination, and
party responsible given a certain condition.
INCOTERMS are not legal binding subject to acceptance
of individual involved with the business transactions

13. Who facilitate the trade conducts :Who facilitate the trade conducts :
International Chamber of CommerceInternational Chamber of Commerce
It is the World Business Organization which
− promotes international trade, investment and the
market economy system worldwide;
− makes rules that govern the conduct of business
across borders;
e.g. the INCOTERMS 2000
− provides essential services, foremost among them
the ICC International Court of Arbitration, the world's
leading institution of its kind.

14. Incoterms 2000Incoterms 2000
Brings in line with current international trade
practice in 2000 after its last issue in 1990.
Reduces uncertainties, misunderstandings, disputes
and litigation on Sales contracts.
Implication to transport e.g. if CIF contract then it
cannot perform such contract by other mode than
carriage by Sea, needs B/L (or other maritime
document) to the buyer, and the kind of document
required in a Documentary Credit (L/C).

15. How the INCOTERMS worksHow the INCOTERMS works
To determine at what point the seller has fulfilled his
obligations so that the goods in legal sense could
be said to have been delivered to the buyer
To identify
– who is responsible to provide export and import license
– what kind of documents to be provided by seller
– extent of the insurance protection
– duty to notify the order party on any arrangement made
– duty to pack the goods

16. Increasing seller’s obligation:Increasing seller’s obligation:
StructuredStructured grouping in INCOTERMSgrouping in INCOTERMS
EXW (Ex Works) [the “E”-term group]
– Minimum obligation for the seller. The buyer
receives the cargo directly from the factory and
thereafter arranges shipment, insurance etc.
himself.
– Should not use this term if buyer cannot carry out
export formalities directly or indirectly.
FOB (Free On Board) [the “F”-term group]
– The seller has to arrange delivery to the vessel
including trucking and insurance up to the vessel,
thereafter the buyer arranges for the freight to the
shipping line as well as any further insurance.
– The seller requires to clear the goods for export.

17. [continue][continue]
CFR (Cost and Freight) [the “C”-term group]
– Same as CIF except the buyer arranges his own
insurance.
CIF (Cost, Insurance and Freight) [the “C”-term group]
– are all paid by the seller who is then in control of
the shipment until it is discharged and delivered to
the buyer.
– Seller only need to clear the goods for export.

18. Reason in Using INCOTERMS:Reason in Using INCOTERMS:
BenefitsBenefits
Gives consistency to the interpretation of
international trade terms;
Brings certainty to international transactions;
Defines the method of delivery of the goods;
Indicates the calculation of the purchase price
and incidental charges which are included

19. OOCL .. May I help You ..
Do you have schedule to London
next week …
Just a minutes, let me
check
2.2. To Understand Customer’sTo Understand Customer’s
RequirementRequirement

20. Okay .. Thank you
Its approved, US$1500
33. Commit. Commit
RequirementRequirement

21. Please make Booking to
Customer
4.4. Book CargoBook Cargo

22. Booking
Acknowledgement
BookingBooking
AcknowledgementAcknowledgement

23. SampleSample
BookingBooking
AcknowledgementAcknowledgement

24. 5.5. Picks up empty container:Picks up empty container:
from designated depotfrom designated depot

25. SampleSample
JobJob
OrderOrder

26. 6.6. Factory StuffingFactory Stuffing

27. 9.9. Laden Container toLaden Container to
TerminalTerminal

28. 10.10. Load container onboardLoad container onboard
shipship

29. Customer & Shipment
Details:
* Shipper
* Consignee
* POR
* POL POD
* FND
Cargo Details:
……. etc
11.11. Bills Of Lading PreparationBills Of Lading Preparation

30. Samples of Shipping InstructionSamples of Shipping Instruction

31. Documentations
issue
BL
Bills Of Lading IssuanceBills Of Lading Issuance
BL

32. What is the Bill of Lading?What is the Bill of Lading?
The Bill of Lading (B/L) is a document
issued by the carrier serving as a legal
document between the shipper and the
carrier by which both parties accept the
carriage to be bound as stipulated on Terms
and Conditions of the B/L

33. Functions of the Bill ofFunctions of the Bill of
LadingLading
It is the shipping line’s Receipt of the cargo which
includes description of the cargo and other particulars
declared by the shipper.
It is an written evidence of Contract of Carriage
that the vessel will transport the goods from a named
place of receipt to a named place of delivery.
It is a Document of Title which means that it can be
sold or otherwise transferred. The owner of the B/L
has the right of ownership of the cargo.

34. Why the Bill of Lading is importantWhy the Bill of Lading is important
to the shipper (consignor)?to the shipper (consignor)?
The consignor (shipper) having obtained the Bill
of Lading issued by the carrier will serve as an
evidence signifying their fulfillment of their part
of the sales contract between the buyer. The
shipper can then collect their payment for the sales
of the goods with the presentation of the Bill of
Lading
B/L also governs the liabilities of carrier on the
reimbursement of cargo claims and general
average

35. How to draw up ContentHow to draw up Content
of a Bill of Lading ?of a Bill of Lading ?
Customer information (Shipper, Consignee, Notify
Party) furnished by shipper
Shipment start & end places
(POR/POL/POD/FND)
Cargo particulars furnished by shipper: Cargo
Description, Marks & Numbers, weight /
measurements, cargo package and quantity etc)
Name of the vessel and her voyage number
Key Dates & Places: e.g. Onboard Date
Freight details (optional)
Signature

36. SampleSample
Bill ofBill of
LadingLading
Please double clickPlease double click
the form if you wouldthe form if you would
like to see the detailslike to see the details

37. UCP500UCP500
It’s ICC Uniform Customs
and Practice for Documentary
Credits
UCP 500, published by ICC
in 1993 is the new version
revised from UCP 400
A set of Rules to facilitate the
Documentary Credit
undertakings.
Standard for examination of
Documents by banks

38. Some Common typesSome Common types
of B/L in shippingof B/L in shipping
Marine / Ocean Bill of Lading
Straight Bill of Lading
To Order negotiable Bill of Lading
Original Bill of Lading
Sea Waybill (or Express B/L)
Shipped Bill of Lading

39. The Sea WaybillThe Sea Waybill

40. Definition of the SeaDefinition of the Sea
WaybillWaybill
It is a document issued to a shipper in
exchange for his cargo. A Sea Waybill is
not negotiable and therefore cargo can only
be delivered to a named consignee
nominated by the shipper. It is possible for
a shipper to vary his instructions and any
request to change consignee should always
be made in writing.

41. Usage of The Sea WaybillUsage of The Sea Waybill
Due to the increased speed and turn around of container
vessels, the Bills of Lading issued to the shippers may not
have reached the consignees by the time they wish to take
delivery from the vessel, hence it may be desirable to issue
a Sea Waybill.
It is also useful for companies that trade internationally
with themselves between geographical areas where
payment for exports is not a problem.
Hence, a Sea Waybill can be sent forward with the goods
allowing the consignee to take immediate delivery.

42. Disadvantages of The SeaDisadvantages of The Sea
WaybillWaybill
It is a high risk business transaction.
Delivery - The carrier shall be under no liability for wrong delivery if
he can prove that he has exercised reasonable care to ascertain that
the party claiming to be the consignee is in fact that party.
Right of Control – Unless shipper expressly noted on the Sea
Waybill, he shall be the only party entitled to give the carrier
instructions in relation to the contract of carriage. Unless prohibited
by the applicable law, he shall be entitled to change the name of the
consignee at any time up to the consignee claiming delivery of the
goods after their arrival at destination.
It is not possible for shipper to change the cargo entity after Sea
Waybill is issued.

43. Prohibited Liability Clauses onProhibited Liability Clauses on
B/LB/L
Clause that increase carrier’s risk exposure and beyond the
Club’s insurance covers are generally prohibited.
Shipped clean onboard
Clean onboard
To be stowed or shipped below deck or water line
To be stowed away from boiler or engines
To be carried at temperature
Transshipment prohibited or not allowed
Cool stowage
Protected from freezing
Ventilated container

44. What is new in todayWhat is new in today
B/L Printing ? via InternetB/L Printing ? via Internet
OOCL leads the container transport industry in
technological innovation by offering access to
original Bills of Lading via the Internet.
Customers can now print their Bills of Lading
via the Internet in their own offices saving time
and the cost of collecting documents in person.

45. Features of Internet Bill of LadingFeatures of Internet Bill of Lading
The Bill of Lading from the Internet can be printed at the location of
shipper’s choice and time is saved because customer is not required to
collect the document in person or to use costly courier services.
Shippers can transfer the right to print the Bill of Lading to their
counterparts so that there is no need for them to forward a hard copy.
Shippers can use our system to internally distribute Bills of Lading to
different departments or regions. If the shippers transfer the printing
rights to consignee, forwarder and/or bank, they may also internally
distribute the Bill of Lading to their various counterparts.

46. 12.12. Shipper Collect B/LShipper Collect B/L

47. 13.13. Complete Voyage Data toComplete Voyage Data to
enable destination inboundenable destination inbound
process to startprocess to start

48. Complete Export AuthorityComplete Export Authority
FormalitiesFormalities

49. The ManifestThe Manifest

50. Sample ManifestSample Manifest
Please double click the form if you would like to see the detailsPlease double click the form if you would like to see the details

51. Definition of the ManifestDefinition of the Manifest
It is a document that lists in detail all the bills
of lading issued by a vessel or its agent or
master i.e., a detailed summary of the total
cargo of a vessel. It is used principally for
customs purposes.
It is also called summary of Bills of lading.

52. Purpose of the ManifestPurpose of the Manifest
For submission to customs in connection with clearance of the
vessel to and from certain ports
By the shipping agent as a record of the shipments made and
as a reference document for numerous purposes in the day to
day operation.
By the ship as a record of cargo loaded on board, by
destination.
By the agent in the discharging port as a check list from which
he can contact customers regarding the delivery of their cargo
and also ascertain whether freight must be collected before
delivery
By the ship owner to check the agent’s commissions and to
ascertain from where he can expect payment of fright to be
credited to his current account
Manifest is also utilized by terminal or port authority to charge
wharfage or other port charges

53. In Sea TransitIn Sea Transit

54. Shipper send the Original BL to Consignee
B/L Transactions by customersB/L Transactions by customers

55. DOCUMENTATION
DEPOT/TRANSPORT
EDIT
INBOUND
INFORMATION
EDIT
INBOUND
INFORMATION
RECEIVE
MANIFEST
INFORMATION
DOCUMENTATION DOCUMENTATION
STORE
CONTAINER
IN TERMINAL
FOR CUSTOMER
PICK-UP
STORE
CONTAINER
IN TERMINAL
FOR CUSTOMER
PICK-UP
MARINE
OPERATIONS
TRANSPORT
CUSTOMER
PICKS UP
CONTAINER AND
UNLOADS CARGO
CUSTOMER
PICKS UP
CONTAINER AND
UNLOADS CARGO
TRANSPORT/
WAREHOUSE
INTERMODAL
CONNECTION
STORE
CONTAINER IN
INLAND
CONTAINER
YARD
STORE
CONTAINER IN
INLAND
CONTAINER
YARD
DISCHARGE
CONTAINER
SEND ARRIVAL
NOTICE TO
CUSTOMER
SEND ARRIVAL
NOTICE TO
CUSTOMER
FREIGHT CASHIER
COLLECT
FREIGHT
CHARGES/
AUTHORIZE
RELEASE
CUSTOMER
RETURNS
EMPTY
CONTAINER
TO DEPOT
SUBMIT MANIFEST
TO GOVT.
AGENCIES FOR
REVIEW &
ACCEPTANCE
SUBMIT MANIFEST
TO GOVT.
AGENCIES FOR
REVIEW &
ACCEPTANCE
Documents In The Inbound BusinessDocuments In The Inbound Business
CycleCycle

56. When the ship arrive at the destination, inbound
cycle starts :
(1) Receive manifest information
(2) Edit inbound information
(3) Submit Manifest to Government Agencies for review
and acceptance
(4) Send arrival notice to customer
(5) Discharge container
(6) Store container in terminal for customer picks up or
dispatch containers to Inland point or Buyer’s facilities
(7) Issue authorized release documents
(8) Customer picks up container and unload cargo
(9) Customer return empty container to depot
The Business Cycle at InboundThe Business Cycle at Inbound

57. 14.14. Start Process InboundStart Process Inbound
Voyage DataVoyage Data

58. 15.15. Complete InboundComplete Inbound
FormalitiesFormalities

59. 16.16. The Manifest SubmissionThe Manifest Submission

60. SampleSample
ManifestManifest
Please double click the form if you would like to see the detailsPlease double click the form if you would like to see the details

61. Arrival date
Vessel Information
Container Details
Freight/Surcharg
17.17. Notification on Cargo ArrivalNotification on Cargo Arrival
(Arrival Notice)(Arrival Notice)

62. SampleSample
ArrivalArrival
NoticeNotice

63. 18.18. Container DischargeContainer Discharge

64. 19.19. Store Container On DockStore Container On Dock
for Customer Pick Upfor Customer Pick Up

65. 20. Inter-modal Connection:20. Inter-modal Connection:
From Terminal toFrom Terminal to
CustomerCustomer

66. 21. Inter-modal Connection:21. Inter-modal Connection:
From Terminal to InlandFrom Terminal to Inland
DepotDepot

67. SampleSample
JobJob
OrderOrder

68. 22.22. Cargo Release againstCargo Release against
Document & PaymentDocument & Payment

69. SampleSample
InvoiceInvoice

70. SampleSample
BankBank
GuaranteeGuarantee

71. 23.23. Take Delivery of LadenTake Delivery of Laden
ContainerContainer

72. SampleSample
ReleaseRelease
OrderOrder

73. 24.24. Return Empty ContainerReturn Empty Container

74. EndEnd