H.M.Paperwork - Filling out the Forms!

Most of the information in this section has been taken from "The International Freight Guide" with the kind permission of the British International Freight Association.

Bill of Lading
Airway Bill
CMR Note
Standard Shipping Note
Certificates of Origin
ATA Carnet
Movement Certificates
The Role of Customs and International Trade
Customs Entry and Customs Procedure Codes
Community Transit & the Single Market Effect
EDI - Customs, Trade & the Future

Standard Shipping Note

Introduction

The Standard Shipping Note (SSN) enables the shipper to complete one standard document for all consignments irrespective of port or inland depot. By doing so, it provides the receiving authority with complete, accurate and timely information as well as providing all those with an interest in the consignment with adequate information at each movement stage, until final loading on board the vessel or aircraft.

The SSN has been widely and successfully used throughout the UK and has now been updated to take account of changing transport techniques and cargo handling practices.

The SSN should accompany all non-hazardous deliveries (containerised, unit loads, general cargo) from factories or warehouses to inland clearance depots, groupage depots, ports, airports and other cargo terminals.

However, the SSN must not be used if the delivery includes items classified as dangerous in UK, IMO, ADR, RID or IATA/ICAO regulations. Use the SITPRO Dangerous Goods Note (DGN) 1995 version, instead. This incorporates the dangerous goods declaration, stowage order and container/vehicle packing certificate and is for use by all transport modes except air. However, the DGN can be used in support of the IATA Shipper's Declaration for Dangerous Goods (air transport).

Benefits of using the SSN

The greatest benefit of using the SSN and DGN is that receiving authorities receive clear, accurate and precise information on how the goods should be handled, and the Customs procedure applicable. (Any inaccuracies and omissions in the data you provide will add to confusion, add extra costs and delay consignments.)

Guidance on using the SSN

It is most important to follow the booking and receiving procedures specified by shipping lines and receiving authorities. Further points to consider in completing the SSN are given below:

1. SSNs bearing SITPRO copyright date 1987 were only acceptable until January 1992. After that only 1991 notes must be used.
2. The non-completion of any boxes on the SSN is a subject for resolution between the contracting parties.
3. The SSN must, wherever possible, be completed mechanically, i.e. by typewriter, aligned documentation systems or computer. Handwritten documents are often illegible and prone to inaccuracies.
4. For deliveries, provide a master SSN with the first consignment and cross-reference later SSNs with that master, e.g. third delivery of 10.
5. Only goods for one shipment to one port/airport of discharge or one sailing/flight (and, sometimes one bill of lading) may be grouped on one SSN. In this respect continuation sheets, attached to each copy of the SSN, may be used.
6. The SSN is an "approved" document for the HM Customs Low Value, Non Stat and Simplified Clearance Procedure (SCP) regimes. When used for SCP, you must indicate the appropriate Export Consignment Identifier (ECI) in SSN Box 2 (Customs reference/status box). Information on operating each system can be found in HM Customs Notice No 275.

The above information provided by SITPRO is merely a guidance or recommendation to ensure that contracts are performed as quickly as possible and as commercially practicable. No warranty or professional advice is being provided.

SSN availability

SSNs and DGNs in gummed sets for typewriter completion are available from SITPRO approved printers, or from a wide range of retailers. The SITPRO approved printers are:

These printers are also authorised to overprint notes with exporters'/ forwarders' logos and standard details, and to supply them in specialised make-up such as continuous stationery. SSNs printed on special, heavier weight, self-copy paper are necessary for use with photocopier or laser printer systems. Paper is available for this purpose from Lonsdale Business Forms Ltd, LT Printing, Tate Freight Forms and Formecon Services Ltd.

SITPRO SSN completion instructions

Box instructions

1. Exporter. Name and address of exporter including postcodes.
2. Customs reference/status. E.g. when the simplified clearance procedure is used, insert the exporter consignment identifier (ECI). For innocent (i.e. non-controlled) pre-entry goods show pre-entry stat. Otherwise, if controlled goods - pre-entry control. For certain goods not of statistical significance and certain goods of low value, this document may be used in place of a formal export entry. For low value goods indicate the value, e. g. if the value is £145, LV145 should appear in the box.
3. Booking number. Booking reference number of carrier (shipping line, airline).
4. Exporter's reference. Consignment reference designated by the exporter.
5. Forwarder's reference. Consignment reference designated by the forwarder.
6. Can be used for name and address of importer/consignee, however completion of this box is not compulsory.
7. Freight forwarder. Name, address of freight forwarder, including postcode if any.
8. International carrier. Name of shipping line or combined transport operator.
9. Other UK transport details. E.g. delivery address, ICD terminal, vehicle booking reference, receiving dates, name of receiving authority. Information required in this box will differ depending on the consignment in question and the specific information and procedural requirements of receiving authorities and shipping lines.
10. Vessel/flight no (and date) and port/airport of loading. E.g. Canadian Explorer Liverpool.
11. Port/airport of discharge and ultimate destination. E.g. Cleveland, Washington.
1. Shipping marks in full, e.g. initials or abbreviated name of consignee or buyer, reference number, destination, package number.
2. Number and type of packages.
3. Description of goods.
4. Package dimensions of abnormal loads.
5. Non-hazardous special stowage requirements (e.g. acceptable temperature range).
1. Gross weight. The weight of the merchandise in its export packing in kilograms for each separate goods description.
2. The total gross weight in kilograms of the goods should be entered at the bottom of the column in the box marked "total gross weight of goods". For containerised goods, this excludes the weight of the container.
1. Cube of goods. In cubic metres.
2. Total cube of goods. The total cubic measurement of the goods should be entered here.
15. (Boxes 16-16d - must be completed for full container loads by the party responsible for packing the container.)
16. Prefix and container/trailer number(s). E.g. ACLU 269687
1. Seal Number(s). I.e. as shown on customs and/or exporters seals used to secure the container/trailer.
2. Container/trailer size(s) and type(s). E.g. "40ft open top".
3. Tare weight. Of container as marked on container's CSC (Container Safety Convention) plate.
4. Total 0 boxes 13A and 16C.
1. Name of company preparing the SSN.
2. Date of issue.
3. Name of contact to be contacted in the event of a query and telephone number.

Using the standard shipping note

The standard shipping note (SSN) is a six-part document set. Every effort should be made to ensure that every copy is legible when it is completed. Ideally it should be completed in typescript. The following notes on use of the shipping note are for general guidance as to its use.

1. When a haulier takes goods (or a container) into his charge he should sign for receipt of them with the exporter or his agent, retaining the back copy of the SSN as a receipt.
2. On delivery of the cargo to the docks, the haulier should ensure that the receiving authority signs and stamps the SSN, returning one copy to the driver to acknowledge receipt. This copy of the shipping note may be of particular importance to the exporter in proving that the goods have been despatched to the docks, particularly in the case of FOB shipments.
3. Multi-vehicle deliveries. Where a consignment is delivered on several vehicles, a SSN must be completed for each load, with each SSN being cross-referenced to the others.
4. Continuation sheets. These may be attached where there is insufficient space in the body of the SSN for consignment details. The receiving authority's approval to do so should be sought in the first instance.
5. Where local practice dictates that additional copies of the SSN are required (e.g. for HM Customs), these should be obtained by photocopying to ensure clarity. Extra carbon copies should not be provided as they are unlikely to be legible.

SITPRO dangerous goods note

Reference is made in the foregoing paragraph to the SITPRO dangerous goods note (DGN). Completion of dangerous goods documentation is dealt with in : Dangerous Stuff

Additional information required on the dangerous goods note

Additional information is required on the dangerous goods note which comprises details of the hazard attaching to the goods, i.e:

Class and packaging group (e.g. Class 3 Inflammable Liquid)

UN number flash point as obtained from the classification of goods in the IMDG Code.

Additionally, where a container or vehicle has been packed at a shipper's or forwarder's premises, the packing certificate must be completed and signed by the person responsible for packing to the effect that this has been carried out in accordance with regulations, i.e. that:

1. no incompatible (dangerous) substances have been packed together in the container, except as permitted by regulations;
2. packages and receptacles were in sound condition on packing;
3. packages have been properly stowed and secured;
4. packages are correctly marked and labelled;
5. the dangerous goods loaded are those which have been notified to the carrier at the booking stage.

Note: Although the DGN covers the delivery of dangerous goods to ports, the nature of the hazard and/or local port authority or shipping line practice may dictate that the consignment still requires special stowage. This point must be checked at the point of booking the cargo for shipment and when making a vehicle appointment.

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