Key takeaways
- The SI is the source of the bill of lading — spell every party name exactly as it must appear.
- State the bill of lading type: original, express release, seaway bill, switch, and how many originals.
- Include booking number, vessel and voyage, container and seal numbers, and the ports.
- State freight terms — prepaid or collect — and where the originals are to be released.
- Submit before the SI cut-off, which is earlier than the cargo cut-off.
What the shipping instruction must contain
- References — Booking number, forwarder reference, your invoice and PO numbers
- Parties — Shipper, consignee, notify party — full legal names and addresses as they must print
- Routing — Port of loading, port of discharge, place of receipt and delivery, vessel and voyage
- Cargo — Description as it must appear, HS code, packages, gross and net weight, volume, marks
- Equipment — Container number, size and type, seal number, tare and VGM data
- Document terms — Bill of lading type, number of originals, freight prepaid or collect, release location
- Special requirements — Hazardous declaration, temperature setting, out-of-gauge details, on-board notation wording
Bill of lading choices you make in the SI
- Original bill of lading: a document of title; the consignee needs an original to take delivery. Standard where payment is not yet secured.
- Express release or seaway bill: no original required, faster delivery, but you lose control of the cargo. Use only when paid or with a trusted buyer.
- Straight (named consignee) versus "to order" bills: "to order" is negotiable and usual under letters of credit.
- Telex release: originals surrendered at origin and release authorised electronically at destination.
Under a letter of credit, the SI must reproduce the credit's required wording for the description, the notify party and the on-board notation. Any deviation becomes a discrepancy at the bank.
Cut-offs and timing
- Confirm the booking and note three deadlines: SI cut-off, VGM cut-off and cargo/gate-in cut-off.
- Send the SI on the day the packing list is final, not on the cut-off day.
- Submit VGM within the carrier's window or the container will not be loaded.
- Check the draft bill of lading line by line against the SI and the invoice as soon as it arrives.
- Approve the draft only when parties, marks, weights and freight terms are all correct.
Where the SI sits in the workflow
The SI is prepared after the commercial invoice and packing list are final and the certificate of origin is in process. It produces the bill of lading, which in turn supports the delivery note at destination. Keep the SI on file: when a bill of lading error is disputed, the SI decides who pays for the amendment.
How to write a shipping instruction
Step 1: Collect the references
Note the booking number, vessel and voyage, and your invoice and purchase order numbers.
Step 2: Enter the parties exactly
Type shipper, consignee and notify party as they must print on the bill of lading.
Step 3: Describe the cargo
Add description, HS code, packages, gross and net weight, volume and shipping marks from the packing list.
Step 4: Add equipment and VGM
Enter container and seal numbers, size and type, and the verified gross mass.
Step 5: Set the document terms
Choose the bill of lading type, number of originals, freight terms and release location.
Step 6: Submit and verify
Send before the SI cut-off, then check the draft bill of lading against the instruction.
Frequently asked questions
What is the difference between a shipping instruction and a booking?
The booking reserves space on a vessel. The shipping instruction supplies the documentary detail the carrier uses to issue the bill of lading for that booking.
What is the SI cut-off?
The deadline for submitting shipping instructions for a given sailing, normally a day or more before the cargo cut-off. Miss it and documentation is rolled to the next vessel or attracts a late fee.
Who prepares the shipping instruction?
The shipper or their freight forwarder, using data from the commercial invoice and packing list. The shipper remains responsible for its accuracy.
Can a shipping instruction be amended after submission?
Before the bill of lading is issued, usually yes. After issue, an amendment fee applies and originals may need to be surrendered and reissued.