In international trade, documentation plays a vital role in ensuring that cargo is transported according to the correct process and requirements. One essential document frequently used in logistics is the Shipping Instruction (SI). So, what is SI in export-import, and why should businesses understand it clearly?

What is a Shipping Instruction (SI)?

What is a Shipping Instruction (SI)?

SI stands for Shipping Instruction, meaning “delivery/shipping instructions.” It is a document provided by the exporter (shipper) to the carrier or freight forwarder, giving detailed guidance on how the cargo should be transported.

A Shipping Instruction is usually submitted before the Bill of Lading (B/L) is issued to ensure that all information on the B/L matches the shipper’s requirements. Therefore, an SI is considered a “draft version” to minimize errors during the issuance of the Bill of Lading.

The Role of Shipping Instruction in Logistics

Shipping Instructions are a critical link in the international transportation chain, serving to:

• Ensure accuracy: SI standardizes information between the shipper, forwarder, and carrier.
• Prevent errors on the Bill of Lading: Since the B/L is issued based on SI, incorrect or missing details could cause customs clearance issues or delivery delays.
• Save processing time: Submitting a proper SI allows for faster documentation and issuance of the B/L.
• Act as legal reference: In case of disputes, SI can be cross-checked with the B/L to determine accountability.

Key Contents of a Shipping Instruction

Key Contents of a Shipping Instruction

A typical Shipping Instruction form includes:

• Booking number
• Shipper (exporter’s details)
• Consignee (importer’s details)
• Notify party
• Vessel name and voyage number
• Port of loading and port of discharge
• Final destination
• Container number and seal number
• Shipping marks
• Cargo description
• Quantity, weight, and CBM (cubic meter)
• Type of Bill of Lading (HBL, MBL, Sea Waybill, Surrender Bill, etc.)
• Freight payment terms (Prepaid/Collect)
• Supporting documents (Packing List, C/O, Quarantine Certificate, etc.)

>> Read More:

What Is a Shipper and Consignee? Clear Role Differences in International Shipping

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What is CBM? How to Calculate and Convert CBM in Import-Export

Mandatory Information in SI

Regardless of format (Word, Excel, or online form), a valid Shipping Instruction must contain the following:

• Shipment reference number – to track the cargo end-to-end.
• Container number – standardized as 4 letters + 7 digits.
• Total number of packages – both per container and for the entire shipment.
• Cargo type – e.g., reefer container for perishables, dry container for general goods.
• Gross weight – determines how containers are stowed on the vessel.
• Detailed cargo description – required for customs clearance.
• Shipper and consignee details – full legal name and address.
• Payment terms – prepaid, collect, L/C, T/T, etc.

>> Read More: Comparison of Common Container Types in Cargo Transport

How to Submit a Shipping Instruction

How to Submit a Shipping Instruction

Businesses typically submit SI in two common ways:

1. Online submission via carrier’s website

• Convenient, quick, and allows easy corrections.
• Some carriers charge lower fees for online SI submission.
• Drawback: system errors or maintenance may cause delays.

2. Submission via email

• The shipper sends SI directly to the carrier or forwarder.
• The forwarder then forwards the information to the carrier.
• Advantage: useful when online submission is not possible.

Important Notes When Submitting Shipping Instructions

• Always submit SI before the cut-off deadline (Shipping Instruction closing time) to avoid missing the vessel schedule.
• Double-check consignee, notify party, and port details to prevent discrepancies on the B/L.
• For commodities like agricultural products, seafood, or timber, attach a detailed packing list.
• Ensure that all documents (Invoice, Packing List, C/O) match the SI information.

End-to-End Solutions for Shipping Instruction (SI) Procedures

End-to-End Solutions for Shipping Instruction (SI) Procedures

Errors in a Shipping Instruction (SI) can result in incorrectly issued Bills of Lading (B/L), cargo being held at the port, additional container storage costs, or delayed delivery. Especially as many carriers now require online SI submission with tightened cut-off deadlines, preparing accurate SIs and submitting them on time is critical to ensuring smooth customs clearance for export shipments.

King Freight Logistics Vietnam (KFLV) provides comprehensive logistics services, supporting import-export businesses throughout the entire SI declaration process, including:

• Detailed consulting on how to prepare and declare Shipping Instruction (SI) according to carrier requirements
• Representing businesses to submit SIs to carriers/forwarders and monitoring their processing status
• Verifying, cross-checking, and correcting SI details against the B/L draft
• Assisting in handling issues such as information discrepancies or missed cut-off deadlines
• Integrating SI procedures with customs clearance, international transport, and door-to-door delivery services
• Archiving and managing SI documents for audits and future reference

Need expert advice? Contact our hotline +84 (0) 938 188 796 or email cs1@hcm.kfkingfreight.com for dedicated support from KFLV today!