SHIPPING DOCUMENTS
Definition and Role of Shipping Security Documents
Shipping security documents are essential for ensuring that goods comply with international safety regulations during transit, guaranteeing transport compliance, and mitigating risks.
Key Roles:
Compliance: Meet the safety, environmental, anti-terrorism, and other regulatory requirements of the importing country.
Essential for Clearance: Some documents are prerequisites for customs release.
Risk Control: Reduce the risk of goods being detained, fined, or returned.
Material Safety Data Sheet (MSDS/SDS)
When it’s needed: Transporting chemicals, batteries, dangerous goods, etc.
Content Requirements:
Composition information, physico-chemical properties, safe handling guidelines, and emergency measures.
Must comply with GHS (Globally Harmonized System of Classification and Labelling of Chemicals).
Issuing Authority: Manufacturer or a third-party testing agency.
Important Notes:
An MSDS is often required for air/sea freight to confirm if goods are classified as dangerous (e.g., lithium batteries require a UN38.3 test report).
Dangerous Goods Declaration (DGD)
When it’s needed: Transporting dangerous goods by sea (IMDG Code), air (IATA), or road (ADR).
Key Content:
UN number, hazard class, packing group, and emergency contact information.
Issuing Authority: Certified dangerous goods transport service providers or freight forwarders.
Important Notes:
Must be used in conjunction with the MSDS and UN-certified packaging (e.g., UN-approved boxes).
Pre-shipment Inspection Certificate (PSI)
When it’s needed: Mandatory for some countries (e.g., Nigeria’s SONCAP, Kenya’s PVOC).
Primary Role: Verifies that goods meet the importing country’s standards for quality, quantity, and price.
Issuing Authority: Third-party inspection agencies designated by the importing country (e.g., SGS, BV).
Process:
Exporter submits an application and pays the fee.
Inspection agency conducts a physical inspection or reviews documents.
Certificate is issued (e.g., CoC – Certificate of Conformity).
Anti-Terrorism Security Filings
When it’s needed: Exports to countries with strict anti-terrorism regulations like the USA or EU.
Common Types:
AMS (Automated Manifest System – USA): Cargo declaration must be submitted to US Customs 24 hours before loading.
ENS (Entry Summary Declaration – EU): Pre-arrival declaration of safety and security data to EU customs.
ISF (Importer Security Filing – USA): Importers must submit 10 data elements about the shipment.
Responsibility: Usually handled by the freight forwarder or carrier, but the exporter must provide accurate data.
Cargo Insurance Policy
When it’s needed: Protects against accidental loss or damage during transit (e.g., sea damage, theft).
Key Content:
Coverage scope (e.g., All Risks, FPA), insured value, and claim terms.
Issuing Authority: Insurance company, often purchased through a freight forwarder.
Important Notes:
For Letters of Credit (L/C), insurance must be arranged strictly as per the L/C terms (e.g., cover for 110% of the invoice value).
Bill of Lading (B/L)
Security-Related Requirements:
The B/L must clearly mark the nature of the goods (e.g., Dangerous Goods) and packaging type (e.g., IPPC mark).
The ocean B/L content must be consistent with the MSDS and DGD.
Key Processes and Considerations
1. Document Preparation Timeline
Plan Ahead: MSDS and dangerous goods documentation need to be ready before booking (for carrier review and approval).
Security filings (like AMS/ENS) must be submitted 24-48 hours before loading.
2. Common Risks and How to Avoid Them
Inconsistent Information: Descriptions of goods on the MSDS, Bill of Lading, and Packing List must match exactly.
Expired Documents: Some certificates (e.g., Fumigation Certificate) have short validity periods; ensure they are still valid at the time of customs clearance.
3. Special Transport Requirements
Cold Chain: Requires temperature logger data, sanitary certificates (e.g., for food, pharmaceuticals).
Transit Countries: Countries the shipment passes through may require separate documentation.
FAQ
Do ordinary goods need an MSDS?
Usually not required for non-dangerous goods, but customs in some countries might request it for certain items (e.g., powders, liquids).
What documents are needed to transport lithium batteries?
MSDS, UN38.3 test report, dangerous goods packaging certification (UN boxes), and for air freight, a DGD.
Can a PSI certificate be obtained later?
No, it cannot be retroactively issued. Inspection must be completed before shipment; otherwise, goods may be refused clearance.
Is an original insurance policy mandatory?
Usually an original or electronically stamped copy is required, depending on the terms of the Letter of Credit or sales contract.
Need further help? Please provide your specific goods type, mode of transport, or destination country!