A shipping instruction (SI) is the document in which the shipper or forwarder tells the ocean carrier how the bill of lading is to be issued. It states the shipper, consignee, notify party, description of goods, GTİP (Turkish HS/tariff code), weight, container and seal numbers and the document type. The carrier produces the draft bill of lading from this information; any error in the SI goes straight into the bill of lading.
Why is the SI so important?
Under the Turkish Commercial Code, the bill of lading contains information such as the type of goods, their marks, number of packages and weight in accordance with the shipper's declaration (TTK Art. 1229). The carrier takes this declaration from the shipping instruction. The booking secures the space; the SI determines the content of the document. For the booking process, see the entry on ocean freight booking.
What information does the SI contain?
| Field | Explanation |
|---|---|
| Shipper | Shipper's company name and address; under a letter of credit it must match the beneficiary details |
| Consignee | Consignee's name, "to order" or "to order of [bank]" |
| Notify party | Party to be notified on arrival, usually the buyer or its customs representative |
| Document type | Original bill of lading (number of originals), telex release or sea waybill |
| Freight payment | Prepaid or collect |
| Ports | Port of loading, port of discharge and, if applicable, place of final delivery |
| Container details | Container and seal numbers, type |
| Description of goods | Number and type of packages, description, GTİP/HS code, gross weight, volume, marks |
| Special remarks | Letter of credit number, dangerous goods data (UN no., IMDG class), temperature setting |
Relationship with the VGM
Under SOLAS Chapter VI, Regulation 2, the verified gross mass (VGM) of a packed container has been a condition for loading onto a ship since 1 July 2016. The shipper declares the VGM in a shipping document and communicates it to the carrier before the stowage plan is prepared. Many lines request the VGM together with the SI, some in a separate submission. The methods for determining the VGM are explained in the entry on the VGM.
Cut-off and process
- The booking confirmation is received; the deadlines (cut-offs) for the SI and VGM are noted.
- The container is stuffed and sealed; container and seal numbers are recorded.
- The SI is submitted via the line's portal or e-mail template before the documentation cut-off.
- The carrier sends the draft bill of lading (draft B/L).
- The shipper checks the draft against the invoice, packing list and letter of credit terms and approves it.
- After the vessel's departure, the final document is issued.
If the documentation cut-off is missed, the container may be rolled to the next vessel or a late SI fee may be charged. The deadline concepts are explained in detail in the entry on the cut-off date.
Who is responsible?
The shipper is responsible for the declarations in the SI. If the carrier cannot verify the declared weight or number of packages, it adds reservations such as "said to contain" or "shipper's load, stow and count" to the bill of lading. These clauses limit the carrier's liability if a shortage is discovered later. Incorrect or incomplete declaration of dangerous goods has both penal and safety consequences.
Risk of amendment fees
Corrections made at the draft stage are free of charge on most lines. For changes made after the final document has been issued, lines charge an amendment fee; changes made at the port of destination are both expensive and slow. Some corrections, such as changing the consignee's name, may require the original set to be returned.
Common mistakes
- Weight or number of packages that does not match the invoice and packing list
- Writing a generic description instead of the description of goods required by the letter of credit
- Missing or incorrect GTİP, leading to declaration problems at destination customs
- Writing the seal number incorrectly
- Not adding a phone number and e-mail for the notify party
- Not specifying the document type (original, telex, sea waybill)
In ocean freight, even if the forwarder prepares the SI, the shipper remains responsible for its content; the draft should always be approved jointly by the sales team and the finance department.