Shipment Booking Instructions Template (Incoterms 2020, VGM)

Parties, Incoterms 2020 rule and cost split, routing and cut-offs, cargo lines with HS codes, SOLAS VGM, handling, documents, ENS and ISF filings

Логістика та ланцюги постачанняСтандартIncoterms 2020 (names only); SOLAS VI/2 VGM; HSshipment booking instructionsОновлено 29 жовт. 2026 р.

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Як використовувати: Use it to send a forwarder or carrier complete instructions for one international shipment. Fill the Incoterms rule and named place from the sales contract first, then cargo lines that match the invoice and packing list. The main pitfall is vague descriptions and weights that differ between documents.

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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.

1. Shipment summary

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

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

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

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

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)

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

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

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

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

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.

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