{"id":5692,"date":"2021-10-12T10:59:55","date_gmt":"2021-10-12T17:59:55","guid":{"rendered":"https:\/\/www.freightera.com\/blog\/?p=5692"},"modified":"2026-01-27T09:21:39","modified_gmt":"2026-01-27T17:21:39","slug":"freight-shipping-documents","status":"publish","type":"post","link":"https:\/\/www.freightera.com\/blog\/freight-shipping-documents\/","title":{"rendered":"Documents for Freight Shipping: A Definitive Guide (2024)"},"content":{"rendered":"

\u201cI was just looking to ship a pallet to my client\u2026 so how did I end up here, with my head in my hands, where it all went wrong?\u201d<\/span><\/p>\n

We\u2019ve compiled a list of documents that you might need, depending on your mode of shipping (air, ocean, or road) to help save you some headaches. Below you\u2019ll find the only resource you\u2019ll ever need when it comes to shipping documents!<\/strong><\/span><\/p>\n

\"Man<\/p>\n

Common shipping documents<\/b><\/h2>\n

Bill of Lading<\/h3>\n

A Bill of Lading (BOL)<\/a> is a document that contains all of the basic information about your shipment, such as the shipper\u2019s and consignee\u2019s addresses and contact information, the cargo information, as well as the carrier\u2019s information.<\/strong><\/span><\/p>\n

A bill of lading<\/span>, <\/b>sometimes called the waybill is the bread and butter of shipping documents.<\/span><\/p>\n

Since the BOL is signed by both the shipper and the carrier at the time of pickup, it also serves as proof of pickup and state of the shipment.<\/span><\/p>\n

Shipping labels<\/b><\/h3>\n

Shipping labels<\/a> are not a standalone document, but an addition to the BOL<\/strong>. They are the honey to your bread and butter and must be placed on your cargo. The labels make it easier for the carrier to confirm which pallet or shipment belongs to which BOL.<\/span><\/p>\n

Pro forma invoice<\/b><\/h3>\n

There are no strict rules on how a pro forma invoice should look or be formatted since it is <\/span>pro forma <\/span><\/i>(<\/span>done or produced as a matter of form)<\/span>. <\/span><\/i>What is important, however, is that it needs to include a detailed description of the goods as well as their value.\u00a0<\/strong><\/span><\/p>\n

They are used by the purchaser, for internal purposes in international purchases. When filled in fully and correctly, they are quite similar to a commercial invoice.<\/span><\/p>\n

Pro forma invoices are generally sent to the purchaser before the shipping itself takes place.\u00a0<\/span><\/p>\n

Commercial or Customs Invoice<\/b><\/h3>\n

A commercial invoice is a document that is used for customs clearance. Its main use is to show the value and origin of the shipment.<\/strong><\/p>\n

Although it may look similar to a pro forma invoice, the commercial invoice (sometimes called the customs invoice) does have to contain more information than the pro forma invoice. Unlike the pro forma invoice, the commercial invoice is not used solely for internal purposes. In fact, without a commercial invoice your shipment would be unable to cross the border at all.<\/span><\/p>\n

Every customs invoice <\/span>needs to contain the following information:<\/b><\/p>\n