# Shipment Booking Instructions: [Shipment reference]

> Shipper's instructions to a freight forwarder or carrier for one
> international shipment: parties, Incoterms rule, routing, cargo
> details with HS codes, weights including the verified gross mass for
> sea containers, special handling, documents and customs filings.
> Incoterms rules are named as in ICC Incoterms 2020 (in force since
> 1 January 2020, still the current edition when checked in October
> 2026). Replace every `[bracketed]` value and every row marked
> *Example*. This is a documentation format, not legal or customs
> advice.

<!--
Guidance: How to use this template
- Send one set of instructions per shipment, before the cut-off the
  forwarder gives you. Keep it with the commercial invoice and packing
  list so that all three agree.
- The sales contract decides the Incoterms rule, not the forwarder.
  Copy the rule and named place exactly from the contract.
- Weights, piece counts and descriptions must match across every
  document. Most customs holds and extra charges come from mismatches.
- Common pitfall: vague cargo descriptions such as "spare parts" or
  "general cargo". Customs and carriers reject them; describe what
  the goods are.
-->

## 1. Shipment summary

<!-- Guidance: The forwarder reads this first. Make it enough to quote and book. -->

| Field | Value |
|---|---|
| Shipper reference | [PO or sales order number] |
| Booking date | YYYY-MM-DD |
| Mode | [Sea FCL / Sea LCL / Air / Road / Rail / Multimodal] |
| Equipment | [1 x 40 ft high cube container] |
| Cargo ready date | YYYY-MM-DD |
| Required arrival date | YYYY-MM-DD |
| Incoterms rule and named place | [FCA Ridgeport warehouse, Incoterms 2020] |
| Dangerous goods | [No / Yes: complete `logistics/dangerous-goods-checklist`] |
| Temperature control | [No / Yes: setpoint] |
| Instructions prepared by | [@export-coordinator] |

## 2. Parties

<!-- Guidance: Give full legal names and addresses. Identification numbers depend on the countries involved, for example an EORI number for customs in the EU and UK. -->

| Role | Name and address | Contact | Customs or tax ID |
|---|---|---|---|
| Shipper or exporter | [Legal name, address] | [Name, phone, email] | [ID] |
| Consignee | [Legal name, address] | [Contact] | [ID] |
| Notify party | [Usually the importer or its customs broker] | [Contact] | |
| Freight forwarder | [Name] | [Contact] | |
| Customs broker, destination | [Name] | [Contact] | |

## 3. Incoterms rule and responsibilities

<!-- Guidance: The rule allocates tasks, costs and risk between seller and buyer. Read the ICC text for the rule you use; this table is a reminder of the names, not a summary of the obligations. -->

Incoterms 2020 contains eleven rules:

| Group | Rules |
|---|---|
| Any mode of transport | EXW (Ex Works), FCA (Free Carrier), CPT (Carriage Paid To), CIP (Carriage and Insurance Paid To), DAP (Delivered at Place), DPU (Delivered at Place Unloaded), DDP (Delivered Duty Paid) |
| Sea and inland waterway only | FAS (Free Alongside Ship), FOB (Free on Board), CFR (Cost and Freight), CIF (Cost, Insurance and Freight) |

Record who arranges and pays each step under this shipment's contract:

| Step | Arranged by | Paid by |
|---|---|---|
| Export packing and loading at origin | [Seller] | [Seller] |
| Export customs clearance | [Seller] | [Seller] |
| Main carriage | [Buyer] | [Buyer] |
| Cargo insurance | [Buyer] | [Buyer] |
| Import customs clearance and duties | [Buyer] | [Buyer] |
| Delivery to final destination | [Buyer] | [Buyer] |

Questions to check:

- Is the named place precise enough (an address, not only a city)?
- For containers, does the contract use a rule meant for any mode (for
  example FCA rather than FOB), as many traders prefer?
- Does the insurance requirement in the contract match the rule?

## 4. Routing and dates

<!-- Guidance: Give the forwarder the constraints, not only the wish. Cut-offs at ports and airports are strict. -->

| Field | Value |
|---|---|
| Place of receipt | [Address of pickup] |
| Port or airport of loading | [Name] |
| Port or airport of discharge | [Name] |
| Place of delivery | [Address] |
| Routing restrictions | [No transhipment via X, direct service preferred] |
| Pickup window | [YYYY-MM-DD, 08:00 to 12:00] |
| Documentation cut-off given by forwarder | YYYY-MM-DD hh:mm |
| VGM cut-off given by carrier | YYYY-MM-DD hh:mm |

## 5. Cargo details

<!-- Guidance: One row per commodity. The HS code is harmonised internationally to six digits; countries add more digits for tariff and statistics. Confirm classification with your customs broker or a binding ruling. -->

| Line | Description of goods | HS code (6 digits) | Packages | Net weight (kg) | Gross weight (kg) | Volume (m3) | Value |
|---|---|---|---|---|---|---|---|
| 1 *(Example)* | Electric countertop blenders, household use, 4 per carton | 8509.40 | 18 pallets, 720 cartons | 9,720 | 11,160 | 34.56 | 89,280.00 |

Calculation of the *Example* row:

- 720 cartons x 4 blenders = 2,880 units at 31.00 = 89,280.00 [currency].
- Net weight: 720 cartons x 13.5 kg = 9,720 kg.
- Gross weight: net 9,720 + carton packaging 720 x 1.5 kg (1,080) +
  pallets 18 x 20 kg (360) = 11,160 kg.
- Volume: 18 pallets x 1.2 m x 1.0 m x 1.6 m = 34.56 m3.

HS editions: the HS 2022 edition applies until the WCO's HS 2028
edition takes effect on 1 January 2028 (WCO, checked October 2026).
Codes can change between editions; check before that date.

## 6. Verified gross mass (sea containers)

<!-- Guidance: Under SOLAS regulation VI/2, as amended by resolution MSC.380(94) and in force since 1 July 2016, the shipper named on the bill of lading must provide the verified gross mass of a packed container before it is loaded on the ship. -->

| Item | Value |
|---|---|
| Container number | [ABCU1234567] |
| Method | [Method 1: weigh the packed container / Method 2: add the weights of all contents and the container tare, using a method approved where packing took place] |
| Cargo gross weight including pallets | 11,160 kg *(Example)* |
| Dunnage and securing material | 40 kg *(Example)* |
| Container tare (from door marking) | 3,750 kg *(Example)* |
| Verified gross mass | 14,950 kg *(Example)* |
| Responsible person and signature | [Name, authorised by shipper] |
| Date and time of weighing or calculation | YYYY-MM-DD hh:mm |

## 7. Special handling

<!-- Guidance: List anything the carrier must do differently. If nothing, write "None" so the forwarder knows you checked. -->

- Stacking: [Do not stack / max 2 high].
- Seal: [High-security bolt seal applied by shipper, number recorded on
  documents; see `logistics/supply-chain-security-plan`].
- Fragile or orientation marks: [This way up].
- Licences or permits: [Export licence number, if controlled].

## 8. Documents

<!-- Guidance: Say who issues each document and how many originals are needed. Letters of credit can require exact wording; copy it from the credit. -->

| Document | Issued by | Originals or copies | Notes |
|---|---|---|---|
| Commercial invoice | Shipper | [3 copies] | Incoterms rule, currency, values per line |
| Packing list | Shipper | [3 copies] | Weights and packages match section 5 |
| Bill of lading or air waybill | Carrier or forwarder | [Original, sea waybill, or telex release] | Shipper, consignee and notify party as in section 2 |
| Certificate of origin or origin statement | [Chamber of commerce / exporter] | [1 original] | Needed for preferential duty |
| Export declaration | Shipper or its agent | Electronic | Before goods leave |
| Export licence | Authority | [If required] | Check controls and sanctions (`compliance/sanctions-exposure-assessment`) |
| Dangerous goods declaration | Shipper | [If dangerous goods] | See `logistics/dangerous-goods-checklist` |

## 9. Customs and security filings

<!-- Guidance: Many countries require cargo data before loading or arrival. Ask the forwarder who files what and by when; a missing filing can stop loading. -->

| Filing *(examples, as of October 2026)* | Who usually files | Check |
|---|---|---|
| EU: Entry Summary Declaration (ENS) in ICS2, the EU advance cargo information system | Carrier, sometimes with data from forwarder or importer | https://taxation-customs.ec.europa.eu/customs-4/customs-security/import-control-system-2-ics2-0_en |
| US: Importer Security Filing ("10+2") for ocean imports, in effect since 26 January 2009 | Importer or its agent, plus carrier data | https://www.cbp.gov/border-security/ports-entry/cargo-security/importer-security-filing-102 |
| UK and other countries | [Ask the forwarder or broker] | [Official customs site] |

## 10. Charges and contacts

<!-- Guidance: State who receives the freight invoice and which charges are prepaid or collect, consistent with the Incoterms rule. -->

| Item | Value |
|---|---|
| Freight terms | [Prepaid / Collect] |
| Bill origin charges to | [Party] |
| Bill destination charges to | [Party] |
| Quote reference | [Forwarder quote number] |
| Emergency contact (24 hours) | [Name, phone] |

## Standard and licence note

Based on common international shipping practice. Incoterms is a
trademark of the International Chamber of Commerce; Incoterms 2020 rule
names and abbreviations are listed only, with no ICC text reproduced;
official text from ICC, purchase or licensed access:
https://iccwbo.org/business-solutions/incoterms-rules/. SOLAS
verified gross mass facts are from the IMO page (checked October 2026);
HS edition dates from the WCO; filing names from the European Commission
and US CBP pages linked above. All wording is original and the example
values are invented. Check the current official texts and a qualified
customs broker before use. This is a documentation format, not legal or
customs advice.

Template licence: MIT.