Shipping Instructions (SI) turn a booking into the data used to prepare the bill of lading and carrier manifest. A timely submission is not enough: the information must also be complete, consistent and approved by the right parties.
What Are Shipping Instructions?
Shipping Instructions are the shipper’s formal directions for preparing transport documents. They normally identify the parties to the shipment, routing, cargo description, package count, weight, measurement and the preferred bill of lading format.
The SI cutoff is the carrier or forwarder’s deadline for receiving this information. It may differ from the cargo cutoff, VGM cutoff and customs deadline, so it should be managed as a separate milestone.
Information to Collect Before Submission
1. Booking and routing references
- Booking number and carrier reference
- Vessel and voyage, where required
- Port of loading, port of discharge and final place of delivery
- Requested release method and number of bill copies
2. Shipper, consignee and notify party
Use the exact legal names and addresses agreed for the transaction. Confirm whether the consignee should be a named company or “to order,” and make sure the notify party can be contacted at destination. Do not copy party details from an old shipment without checking them.
3. Cargo description
Provide a clear commercial description, package type and package count. The description should align with the commercial invoice, packing list and customs filing. Avoid vague wording such as “parts” or “accessories” when a more specific description is available.
4. Weight, measurement and container details
Confirm gross weight, net weight when requested, volume, container number and seal number. If the SI is submitted before loading is complete, define who will update final container and seal information and by what time.
5. Freight and bill release instructions
State whether freight is prepaid or collect according to the agreed Incoterm and commercial arrangement. Specify whether the shipment requires an original bill of lading, telex release or sea waybill, subject to carrier acceptance and payment status.
A Simple Review Workflow
- Prepare: the exporter or supplier completes the operational fields.
- Cross-check: compare SI data with the booking, invoice, packing list and Letter of Credit, if applicable.
- Approve: the party responsible for commercial document accuracy approves names, descriptions and release terms.
- Submit: send through the carrier portal or forwarder’s stated channel before cutoff.
- Archive: save the submitted version and submission confirmation.
- Check the draft B/L: review the carrier’s draft promptly instead of assuming the SI was transferred without error.
Common Errors That Cause Amendments
- Company names or addresses copied from an outdated shipment;
- Package count expressed differently across the SI and packing list;
- Incorrect freight term or bill release method;
- Generic cargo descriptions that do not match customs documents;
- Container and seal numbers entered without a second check;
- Late changes sent after manifest filing without highlighting what changed.
Pre-Cutoff Checklist
- All parties and addresses have been confirmed;
- Routing matches the latest booking confirmation;
- Cargo description, quantity and weight match supporting documents;
- Freight term and release method are clearly stated;
- Final container and seal data have an assigned owner;
- The file has a version number and approval record;
- Submission confirmation is saved and the draft B/L review deadline is assigned.
FAQ
Is the SI cutoff the same as the VGM cutoff?
No. They are separate deadlines. Shipping Instructions provide document data, while VGM concerns the verified gross mass of a packed container. Always follow the latest booking confirmation.
Can Shipping Instructions be changed after submission?
Often yes, but amendments may be restricted, delayed or charged after the carrier has prepared documents or filed manifest data. Report changes immediately and identify every modified field.
Who should approve the SI?
The exporter should define one accountable owner. Suppliers may provide packing details, but commercial names, cargo descriptions and release terms should be checked by the party controlling the sale and documentation.
Related Guides
For the next control point, see our guide to correcting bill of lading errors. If suppliers are arranging collection in China, also use this supplier pickup instruction checklist.
Vastlog / 华瀚物流 can help review shipment data, coordinate suppliers and align booking, warehouse and documentation milestones before cargo moves.
