The Complete Guide to Freight Documentation

Essential Freight Documents Checklist

Shipping documentation is not one-size-fits-all. While some documents are mandatory, others might depend on the type of shipment and trade route. Knowing the right paperwork helps you avoid delays and compliance issues. 

The mandatory shipping documents required for Airways, Roadways, and Seaways are tabulated below.

Mandatory Freight Shipment Documents

Freight shipments require a set of mandatory documents to support transportation, customs clearance, and delivery. These documents are outlined below.

Air Waybill (AWB)

The air waybill is the primary transport document used in air freight, serving as a contract of carriage between the shipper and the airline. It contains key shipment details such as consignor, consignee, destination, and cargo information. The air waybill number should be updated in the electronic waybill (e-way bill).

• Master Air Waybill (MAWB): Issued by the airline to the freight forwarder, covering consolidated air shipments and acting as the main contract of carriage with the carrier.

• House Air Waybill (HAWB): Issued by the freight forwarder to individual shippers and consignees under a consolidated MAWB, detailing shipment-specific information.

Air Cargo Manifest

The Air Cargo Manifest is an official document prepared by the airline or its agent that provides a consolidated summary of all cargo loaded on a flight. It is used by customs and airport authorities to verify shipment details and ensure regulatory compliance.

It includes information such as air Waybill numbers, consignor and consignee details, cargo description, weight, and destination for each shipment on board.

Commercial Invoice

The Commercial Invoice is a mandatory trade document issued by the exporter to the importer that details the value, description, and terms of sale of the goods. It includes key information such as seller and buyer details, invoice value, HS code, currency, and payment terms, and is used by customs authorities to verify the nature of goods, determine ownership, and assess duties, taxes, and compliance.

It is required for air, sea, and road freight in almost all international trade scenarios and serves as the primary document for customs clearance.

Packing List

The Packing List provides a detailed breakdown of how goods are packed for shipment, helping customs officials, freight handlers, and consignees verify cargo contents during inspection and delivery.

It typically includes the package count, type of packaging, weight, dimensions, and cargo markings, and is required for air, sea, and road freight in most international trade scenarios to support smooth cargo handling and customs clearance.

Shipping Bill / Export Declaration

The shipping bill or export declaration is a mandatory document filed by the exporter for customs clearance in the country of export. It serves as proof that goods are being legally exported.

It contains shipment details such as exporter information, cargo value, classification, and destination. The shipping bill is a mandatory document for air and road freight.

Import Declaration / Bill of Entry

The import declaration, also known as the bill of entry, is required for customs clearance at the destination country. It allows authorities to assess duties and permit the release of imported goods for both air and sea freight.

It includes details such as importer information, cargo description, value, and applicable duties and taxes.

Certificate of Origin

The certificate of origin certifies the country in which the goods were manufactured or produced. The document helps with smooth customs clearance and to claim preferential duty benefits under trade agreements.

It includes exporter details, product origin, and certification from the authorized issuing body, and is mandatory for air and sea freight when required by the importing country's regulation or trade agreements. However, for road freight, a certificate of origin can become mandatory depending on the trade agreement claims and cross-border transport.

Consignment Note

A Consignment note is commonly used in road freight, and it serves as proof of receipt for goods shipment and a contract between the shipper and the transporter.

The document includes details like the consignor and consignee information, description of goods, quality, weight, pickup, and delivery location. It helps track cargo movement, confirm delivery, and supports legal claims in case of disputes or damages.

E-Way Bill

An electronic waybill is a mandatory document while transporting goods by air. The e-way bill number will be generated through the airlines. The document contains key details such as consignor, consignee information, invoice value, goods description and airlines number.

Bill of Lading (BoL)

The bill of lading is the primary transport document used in sea freight. It is issued by a carrier as a receipt of cargo and a contract of carriage between the shipper and carrier. The document serves as evidence of ownership (title) for the goods that are being transported.

It contains details like shipper, consignee, description, quantity, weight, dimensions of the goods, origin, and destination.

Transport Permit / Road Permit:

A transport or road permit is a document issued by the government or transport authority and is mandatory for road freight. It enables goods to be transported legally by road within a country or across international borders. The document ensures compliance with transport, tax, and regulatory laws during the movement of cargo.

A road permit provides details such as shipper, consignee, vehicle number, transporter details, goods type and quantity, origin, destination, and validity of the permit.

Vehicle Registration & Driver Documents

It is one of the mandatory documents for road freight and provides authorization for the vehicles to operate on public roads. These documents should be provided during inspection, checkpoints, and border crossings.

Other Important Documents

Export / Import Licenses

Export or import licenses authorize the legal movement of such goods in international trade. The document is mandatory for restricted, controlled, or regulated goods.

Sea Waybill

The sea waybill document is used in ocean or sea freight. It serves as a receipt for goods and evidence of the contract of carriage. Unlike a bill of lading, a sea waybill is not a document of title, and transfer of ownership cannot be done.

The bill confirms that the carrier has received the cargo, provides details of the shipper, consignee, and goods.

Dangerous Goods Certificat

A dangerous goods certificate is given to shipments that contain hazardous materials. The materials should align with the dangerous goods regulations.

The certificate ensures that the cargo is safe to transport, in compliance with international and national regulations, and enables the acceptance of hazardous cargo by air, ocean, and road freight.

Insurance and Trade Finance Documents

Insurance and trade finance documents include the Insurance Certificate and Letter of Credit documents, which provide financial protection and payment assurance during international trade.

These documents ensure cargo is insured against loss or damage during transit and enable secure payment processing by complying with bank and trade finance requirements across air, sea, and road freight.

Operational Documents

Operational documents are used to manage, coordinate, and track shipments during transit and delivery. They support day-to-day logistics operations by facilitating communication between shippers, carriers, agents, and consignees. Some of the important documents are listed below.

• Arrival Notice: Alerts the consignee that cargo has arrived or is imminent, enabling timely customs clearance and pickup.

• Pre-Alert: Sent to destination agents with copies of key documents to prepare for customs clearance.

• Trucking Orders: Instructions for inland transport from ports or airports to warehouses or final destinations.

• Delivery Order (D/O): Authorizes the release of cargo from terminals or warehouses.

• Proof of Delivery (POD): Confirms receipt of goods by the consignee, supporting claims if discrepancies arise.

Best Practices for Freight Documentation

• Maintain consistency of key data such as shipper and consignee names, HS codes, weights, and incoterms across all documents.

• Use standardized checklists and templates to ensure completeness and accuracy.

• Digitize documentation workflows to reduce errors, speed up processing, and improve document management.

• Retain copies of all freight documents for at least five years to comply with regulatory requirements and support insurance claims.

• Collaborate closely with freight forwarders and customs brokers to ensure compliance with destination country regulations and trade agreements.

Conclusion

Freight documentation plays a critical role in ensuring the smooth flow of international trade. When prepared accurately and on time, the right documents eliminate delays, reduce compliance risks, and protect businesses from unnecessary costs and disputes.

Understanding the purpose and requirements of each document empowers shippers and logistics professionals to operate more efficiently, meet regulatory obligations, and maintain strong relationships with customs authorities and global partners.

Frequently Asked Questions (FAQs)