Shipping documentation

To make sure your products get to their destination without delay, it’s essential to get your paperwork and documentation right. It can be a bit confusing the first time but this page explains things step by step.

Export Cargo Shipping Instruction (ECSI)

An ECSI is your instruction to the international carrier you have appointed. It contains information on the goods, the route to their destination, any transport requirements, customs information, who is to receive the documentation, and an allocation of the costs. It is extremely important that the information provided in the ECSI is accurate.

Standard Shipping Note (SSN)

In most cases, the SSN will be completed by you, but your freight forwarders or agents may also complete this form on your behalf. It is the receiving document for ports and container bases in the UK and advises them of the necessary information to process and handle the goods safely and with care.

Bill of Lading (B/L)

The B/L provides evidence of the contract between yourself and your carrier. It acts as a receipt that the goods have been received into the custody of the carrier and is a document of title, allowing the ownership of the goods to be temporarily transferred while the goods are in transit. The B/L will be usually completed by your international carrier.

Sea Waybill (SWB)

The SWB is similar to the B/L but it does not provide title of goods. It allows the goods to be collected by your customer or agent upon presentation of reasonable proof of identity, so reducing any possible delays at ports.

Air Waybill (AWB)

The AWB is the equivalent of the SWB for shipments being transported by air. It is completed by you for your international carrier and travels with the goods. It details the basic information about your shipment, including where it’s being sent from and to, the weight and a brief description of the goods.

The Waybill is your shipment’s ticket and passport to ensure delivery.

It tells DHL where your shipment is going, what service you require and how you intend to pay. It also tells you the terms and conditions upon which we provide our service, please read these carefully as they limit and in some cases exclude our liability. Each one has a unique number giving you proof of consignment which you can use on our website to track your shipment.

Finally, it tells customs what’s in your shipment so that it gets cleared quickly and speeds through to its final destination without delay.

1. Payer account number
   For payment of transportation charges by the receiver or a 3rd party, please be sure to enter the payer’s account number. If you do not indicate a payer account number, charges will be automatically invoiced to the shipper’s account number. To arrange for insurance, please indicate the insured value of your shipment.
2. Shipper’s account number 
   To charge the shipment to your DHL account, enter your account number here. If you do not have an account, please contact DHL Customer Services to arrange for one. Please note that a shipper’s account number may be required when either a receiver or 3rd party payment option has been selected.
3. Contact name 
   Write the sender’s name (the first initial and the full last name will suffice).
4. Shipper’s reference 
   Fill in your own reference number. This will appear on your DHL invoice (first 12 characters only), saving you time in clarifying what was sent, why it was sent and who sent it.
5. Shipper’s name and address 
   Write your company name and department and complete address, including postcode. A telephone/fax number or email address is required.
6. Receiver’s address 
   Fill in the company (or individual) name and complete address including postcode, country, and contact person’s name. A telephone/fax number or email address is required. NOTE: DHL cannot deliver to a P.O. Box number.
7. Shipment details 
   Fill in the number of pieces in your shipment, the total weight rounded up to the nearest half kilo, and size of each piece in centimetres (length x width x height).
8. Full description of contents 
   Give an exact description of the contents and quantities.
9. Non-documents shipments only 
   For quick and reliable export of declarable items, DHL needs precise information on the characteristics of the export including actual value of the goods.
10. Products and services 
    Tick the box next to the service and service options you require. If “Other” is selected, please specify the required service in the space provided. Please check with DHL Customer Services for product and service availability.
11. Shipper’s signature 
    The air waybill must be signed and dated by the sender