Every box of the bill of lading issued by the freight forwarder: what goes in, who provides it and which mistakes cause amendments.
In ocean freight handled through a forwarder, two bills of lading coexist. Knowing which is which avoids mixing up numbers and documents.
Issued by the freight forwarder to the exporter. It is the document the customer receives, with the details of its shipment. It is the one reviewed as a draft and the one quoted in payments and queries.
Issued by the carrier to the freight forwarder. It covers the whole container. In a consolidation it brings together the cargo of several customers under a single document.
Each HB/L hangs from an MB/L. A consolidated (LCL) container has one MB/L and one HB/L per customer; the type of document is confirmed by the carrier.
Move the mouse over the form, or tap a box on your phone: it is highlighted and you see what goes in, who provides it and the most frequent mistake. The form is in English, like the real document.
Swipe the form sideways to see all of it.
Illustration for educational purposes with fictitious data: it is not a valid transport document. Each freight forwarder and each carrier uses its own format; the basic boxes are equivalent.
The same content as the form, in order. Click a row to see it highlighted on the drawing.
| # | Box | What goes in | Who provides it | Where it comes from | Common mistake |
|---|---|---|---|---|---|
| 1 | Shipper (exporter) Shipper | Full name and address of whoever hands over the cargo for transport, that is, the exporter, with their tax ID. | Shipper | Sales contract, commercial invoice and the exporter's shipping instructions. | A company name or address that does not match the invoice or the letter of credit: a frequent reason for an amendment. |
| 2 | Consignee Consignee (Not negotiable unless consigned to order) | Who receives the cargo at destination. As the box itself says, the B/L is not negotiable unless it is consigned «to order». | Shipper | Commercial invoice, purchase order or letter of credit, with the importer's tax ID. | A wrong name or tax ID complicates customs clearance and delivery of the cargo. |
| 3 | Notify party Notify (See clause 13 in the back) | Company or person to be informed when the cargo arrives. It is usually the consignee itself, or whoever the consignee names (for example, its customs broker). | Shipper | Instructions from the buyer or the exporter. | Outdated contact details: the arrival notice does not arrive in time and free time keeps running. |
| 4 | HB/L number HB/L Number (Also to be used as payment reference) | Unique number the issuer assigns to the House B/L. The box says it is also used as the payment reference. | Freight forwarder (issuer of the HB/L) | Assigned by the freight forwarder when the document is created. | Quoting the Master B/L number in payments and emails instead of the HB/L. |
| 5 | Booking number Booking Number | Number of the space reservation made with the carrier. | Booking with the carrier | Booking confirmation from the carrier or the freight forwarder. | Mixing it up with the HB/L number: they are different. |
| 6 | References References | Field for shipment references. In this sample format it is used for the service combination, for example CY / CY (see the CY, CFS and SD terms guide). | Freight forwarder (issuer of the HB/L) | Quotation and contracted service. | A combination that does not match the «Type of mode» (CY / CY is the same as FCL / FCL). |
| 7 | Forwarding agent references Forwarding Agent References | The freight forwarder's internal reference to identify the operation, such as a job or file number. | Freight forwarder (issuer of the HB/L) | The freight forwarder's system. | Leaving it out: quoting it in every query speeds up the answer, although it does not replace the HB/L number. |
| 8 | Point and country of origin Point and Country of Origin | Place and country where the goods originate, which is not necessarily the port of loading. | Shipper | Commercial invoice and certificate of origin, if any. | Confusing the country of origin of the goods with the country of the port of loading, or contradicting the certificate of origin. |
| 9 | Place of receipt Place of Receipt * | Place where the carrier receives the cargo. As the asterisk on the form says, it is used only for multimodal transport, for example when there is a pick-up by road before the port. | Booking with the carrier | Booking and contracted service. | Filling it in on a port-to-port shipment, or leaving it empty when a land leg was contracted. |
| 10 | Vessel Vessel | Name of the vessel the cargo is loaded on. | Booking with the carrier | Booking confirmation and carrier schedule. | The vessel changes if the carrier reschedules the sailing and the draft is left outdated. |
| 11 | Voyage Voyage | Voyage code of the vessel. Together with the vessel name, it identifies the sailing. | Booking with the carrier | Booking confirmation and carrier schedule. | A voyage that does not match the confirmed booking, or one typed right after the vessel name. |
| 12 | Port of loading Port of Loading | Port where the cargo is loaded onto the vessel. | Booking with the carrier | Booking. | Writing a port different from the booking, or without the country code. |
| 13 | Place(s) of transhipment Place(s) of Transhipment | Intermediate ports where the cargo changes vessel, if any. Left empty on a direct service. | Booking with the carrier | Carrier itinerary. | Leaving out a transhipment that does exist, or showing one on a direct service. |
| 14 | Port of discharge Port of Discharge | Port where the cargo is unloaded from the vessel. | Booking with the carrier | Booking. | Mixing it up with the final place of delivery when they are different. |
| 15 | Place of delivery Place of Delivery | Final place where the cargo is delivered to the consignee. If the service ends at the port, it matches the port of discharge or is left blank, depending on the format. | Booking with the carrier | Booking and contracted service. | Repeating the port when an inland delivery was contracted. |
| 16 | Routing, instructions, also notify and agent at destination Domestic Routing Export Instructions | Also Notify | Agent at Destination | Space for routing or export instructions, a second party to notify (Also Notify) and the details of the agent at destination who assists the consignee. | Freight forwarder (issuer of the HB/L) | Instructions from the freight forwarder and the exporter. | Leaving the agent at destination without contact details: the consignee does not know where to go to collect. |
| 17 | Type of mode Type of mode | Service mode: FCL (full container) or LCL (consolidated cargo), shown for origin and destination, for example FCL / FCL or LCL / LCL. | Freight forwarder (issuer of the HB/L) | Contracted service. | Leaving both options unselected («LCL / FCL»), or a mode that does not match the combination in «References». |
| 18 | Originals to be released at Originals to be released at | Where the original B/Ls are handed over: at origin (ORIGIN) or at destination (DESTINATION). | Freight forwarder (issuer of the HB/L) | Agreement between exporter, buyer and freight forwarder, depending on the payment method. | Not defining it before issuing: if the originals end up in the wrong place, delivery of the cargo is delayed. |
| 19 | Particulars furnished by the shipper PARTICULARS FURNISHED BY SHIPPER - CARRIER NOT RESPONSIBLE | Statement that the carrier is not responsible for the particulars the shipper declared: marks, packages, description and weights. | Shipper | Fixed text on the form. | Assuming the carrier verified the contents. The accuracy of these particulars is the shipper's responsibility. |
| 20 | Marks and numbers Marks & Numbers | Marks that identify the packages (references, order numbers), exactly as they are marked on the cargo. | Shipper | Packing list and marking of the packages. | Marks that do not match what is on the packages or on the packing list. |
| 21 | Container and seal Container & Seal | Type and number of the container, and the number of the seal fitted when it was closed. | Shipper | Exporter's loading confirmation and the seal fitted when closing the container. | One wrong letter or digit in the container or seal number: easy to make and it holds up delivery. |
| 22 | Number of packages Number of Packages | Quantity of packages or pallets on each line. | Shipper | Packing list. | A number that does not match the total at the bottom or the packing list. |
| 23 | Description of the goods Description of Packages and Goods | Description of the packages and the goods. The phrase «Shipper's load, stowage, count, weight and seal» means the exporter loaded and counted, and the carrier did not verify the contents. It usually ends with the total in words («SAY TOTAL…»). | Shipper | Commercial invoice and packing list. | A description that differs from the invoice or the customs declaration, or one that is too generic: at destination it can lead to customs queries. |
| 24 | Gross weight Gross Weight | Total weight of the cargo, including packing, in kilos. | Shipper | Packing list. It must be consistent with the verified gross mass (VGM) of the container declared to the carrier. | A weight that matches neither the packing list nor the verified mass. |
| 25 | Volume Volume | Volume of the cargo in cubic metres (CBM). | Shipper | Packing list. | A volume or unit different from the packing list. In LCL the volume affects what is charged. |
| 26 | Tariff item number Tariff Item No. | Tariff (HS) code of the goods, when the form or the destination requires it. In many cases it is optional. | Shipper | Commercial invoice. | If declared, a code that does not match the invoice or the customs declaration. |
| 27 | Total of packages Total of Packages | Sum of the packages in the shipment. | Shipper | Packing list. | A total that is not equal to the sum of the packages column. |
| 28 | Declared value Declared Value | Value of the goods declared for transport. «NVD» stands for No Value Declared: no value is declared. Declaring a value can affect the carrier's limit of liability and the cost; check the terms on the reverse. | Shipper | Decision of the exporter, with the freight forwarder. | Writing the invoice value out of habit without knowing its effects: ask first. |
| 29 | Number of original B/Ls Number of original B/L | Number of originals issued, for example THREE (3). As the «In witness whereof» clause says, once one is accomplished the others stand void. | Freight forwarder (issuer of the HB/L) | Issuer of the HB/L, as agreed. | Not keeping track of who holds each original: with a negotiable B/L, whoever holds an original controls the cargo. |
| 30 | Freight payable at Freight payable at | Where the freight is paid: at origin (prepaid) or at destination (collect). | Freight forwarder (issuer of the HB/L) | Agreed Incoterm and quotation. | A choice that contradicts the Incoterm or the quotation: the consignee receives charges at destination it expected to be prepaid. |
| 31 | Terms Terms | Text on receipt of the goods and on the validity of the originals, referring to the conditions on the reverse, which the merchant accepts on receiving the B/L. | Freight forwarder (issuer of the HB/L) | Fixed text of the issuer's form. | Not reading the conditions on the reverse: that is where the liability, notice and charges clauses are. |
| 32 | Place and date of issue Place and date of issuing | Where and when the document is issued. It matters with letters of credit, which often set a latest shipment date. | Freight forwarder (issuer of the HB/L) | Issuer of the HB/L. | A date after the letter of credit deadline: the bank may reject the documents. |
| 33 | Issuer's signature Signed | Signature of whoever issues the document (on the form, «as CARRIER»), which makes it valid. A document marked DRAFT is not yet the final one. | Freight forwarder (issuer of the HB/L) | Issuer of the HB/L. | Using the draft as if it were the final document. |
An HB/L that has already been issued is harder to correct than a draft. Check these points when you receive the DRAFT.
Shipper, Consignee and Notify must match, letter for letter, the commercial invoice and the letter of credit, if there is one. Check the tax IDs too.
Container, seal, packages, weight and volume must match the packing list and the verified gross mass (VGM). One wrong letter or digit in the container or seal holds up delivery.
Type of mode, References, Freight payable at and Originals to be released at must be consistent with each other, with the Incoterm and with the agreed payment method.
As a freight forwarder in Guayaquil (page in Spanish), we issue and review the B/L together with the rest of the documentation of your operation (in Spanish). See also the differences between B/L, sea waybill and telex release and the CY, CFS and SD terms.
The HB/L (House Bill of Lading) is the bill of lading that the freight forwarder issues to its customer, the exporter. It acknowledges that the forwarder received the cargo for carriage, identifies who sends it and who receives it, and describes the goods, the route and the terms of the service.
The MB/L (Master Bill of Lading) is issued by the carrier to the freight forwarder; the HB/L is issued by the freight forwarder to each of its customers. A consolidated container has one MB/L and one HB/L per customer. A full container for a single customer can have just one HB/L under the MB/L.
The freight forwarder issues it, using the data the exporter sends in its shipping instructions and the booking details with the carrier. Which type of document is used on each shipment (B/L, sea waybill or telex release) is confirmed by the carrier: see the guide on B/L, sea waybill and telex release.
Name and address of the exporter, the consignee and the notify party, with their tax ID; the description of the goods, packages, weights and volume exactly as they appear on the invoice and the packing list; and the container and seal numbers once they exist. Check that everything matches the invoice and the letter of credit, if there is one.
It is the preliminary version the forwarder sends so the exporter can review it before the final document is issued. Correcting a detail on the draft is simpler than amending a document that has already been issued, which can involve charges and delays depending on the carrier.
That the exporter loaded, stowed, counted and sealed the container, and that the carrier did not verify the contents. It is usual on full containers (FCL).
NVD is No Value Declared: no value of the goods is declared for the carriage. «Freight payable at» shows where the freight is paid, at origin (prepaid) or at destination (collect), and it must match the Incoterm and the quotation.
We are at Jiguas 127D and Víctor Emilio Estrada, Urdesa, Guayaquil, Monday to Friday, 9:00 to 17:00. You can also write to us at info@fecargo.com.
Terms such as HBL, MBL and BL in the logistics glossary (in Spanish).
Tell us about your operation and we will send you the HB/L draft for your review — we respond the same business day.
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