In international shipping from China, shipping instruction often decides whether your cargo arrives smoothly or gets stuck in customs. For shippers, knowing how to prepare and submit this document correctly can save days of delay and avoid unexpected costs.
What is a shipping instruction?
A shipping instruction (SI) is a written document provided by the shipper (or their freight forwarder) to the carrier or shipping line. It aims to specify the procession, documentation, and transportation of the shipment.
In local terms:
Indonesia: Shipping instruction adalah dokumen yang diberikan kepada pihak pelayaran atau forwarder, berisi detail lengkap barang, pelabuhan asal dan tujuan, serta permintaan khusus untuk pengiriman.
Japan: Shipping instruction とは 船会社やフォワーダーに提出する、貨物の取り扱い方法や必要書類を指示する文書です。
Vietnam: Shipping instruction là gì? Đây là văn bản hướng dẫn cụ thể cho hãng tàu hoặc đơn vị vận chuyển về việc xử lý, vận chuyển và lập chứng từ cho lô hàng.
Unlike the bill of lading, which the carrier issues after shipment, the shipper prepares the SIs before loading.
Purpose and key functions
Without shipping instructions, carriers cannot issue a valid Bill of Lading, and customs authorities may withhold clearance.
Moreover, by using a properly filled SI form, exporters can:
- Ensures the packing list and commercial invoice match the cargo details.
- Prevent name mismatches between documents.
- Avoid incorrect cargo descriptions that may trigger customs inspection.
- Meet carrier submission deadlines to prevent rollovers.
Main contents of a shipping instruction
While formats differ by country and shipping line, most SIs include:
- Shipper’s full details
- Consignee’s full details
- Notify party information
- Port of loading and port of discharge
- Cargo description (including HS code)
- Number and type of packages
- Gross weight and measurement
- Shippingterms (FOB, CIF,pping terms
- Special handling instructions (if any)
Examples and templates
Universal shipping instruction format
Country-specific guidelines for shipping instructions
Indonesia: Shipping Instruction adalah Tips & Compliance
- Use English for most shipments, but provide Indonesian translations for regulated goods that require them for customs. Double-check the commodity description in Bahasa Indonesia.
- Match the HS code with the invoice and packing list to avoid clearance delays.
- Include the consignee’s NPWP (tax number) to facilitate customs clearance.
- Write out all terms in full and avoid abbreviations that might confuse customs officers.
- Submit the shipping instructions at least 48 hours before the vessel cut-off.
Japan: Shipping Instruction とは Key Points
- Japanese carriers prefer standardized formats, so follow the shipping instruction テンプレート provided by the shipping line.
- If consignee names include Kana or Kanji characters, confirm the exact way they should appear on the bill of lading.
- Add local phone numbers to the contact details for smoother delivery coordination.
- Submission deadlines: Typically 2–3 days before vessel departure.
Vietnam: SI Local Rules
- Some shipments require pre-approval of the cargo description from Vietnamese customs.
- Type Vietnamese names with the correct accents to avoid rejection in the customs clearance system.
- Provide the recipient’s business registration number.
- Add the import license number in the description for specific commodities.
- Submit the SI document at least 48 hours before the cut-off, and send it earlier when possible to allow more time for customs coordination.
Step-by-step submission process
- Receive order & booking confirmation: Confirm vessel schedule and booking reference from your freight forwarder.
- Prepare draft: Gather shipment details, verify with the commercial invoice and packing list.
- Fill in the shipping instruction: Use the carrier’s official form or your freight forwarder’s template.
- Submit to carrier/freight forwarder: Follow their preferred submission channel (email, online portal, or EDI).
- Review draft Bill of Lading: Cross-check every detail with your shipping instructions before final issuance.
- Confirm final BL: Once verified, authorize printing or electronic release.
- Keep a copy for your records and confirm receipt by the carrier.
Final thoughts: Work with a trusted freight forwarder
A well-prepared shipping instruction means fewer delays, faster customs clearance, and smoother deliveries. At ASLG, we specialize in managing every detail of your shipment from China to destinations worldwide. Our team helps shippers prepare accurate SIs, avoid common errors, and ensure your goods move without unnecessary costs.f
