Import and export LCL freight documents

July 08, 2025

In the process of importing or exporting Less than Container Load (LCL) cargo, there are three key stages that can be identified: cargo flow, cost flow, and information flow. Cargo flow refers to the movement of goods from the production warehouse to the consignee through various transportation links. Cost flow involves all the expenses incurred during the transportation, such as freight charges, port fees, storage costs, and other related expenses. Information flow covers the data exchange throughout the transportation process, including details about the goods' internal quality, external packaging, and changes in their location. The delivery of documents is a critical part of the information flow. In the overall process of import and export LCL cargo, there are three major stages for document submission: 1) Export declaration and booking; 2) CFS receiving, packing, and port loading; and 3) Goods departure, customs clearance in Hong Kong, and final delivery. At the export declaration and booking stage, several essential documents are required, including the booking power of attorney, customs power of attorney, customs declaration, commercial invoice, packing list, weight list, export license, commercial inspection certificate, certificate of origin, insurance policy, and the LCL cargo packing order. These documents help determine the physical, transportation, and legal attributes of the cargo. Physical attributes include product name, gross weight, volume, number of pieces, and packaging details. Transportation attributes cover the shipper, consignee, notifying party, vessel name, port of loading, port of discharge, destination, and shipping method. Legal attributes ensure compliance with both the exporting and importing country’s regulations, as well as customs approval for export. Once the carrier accepts the goods, the LCL company must verify that the customs documents and power of attorney match, ensuring accuracy and consistency. They also need to check the available space for loading to meet the shipper's schedule and prepare the CFS for receiving the goods. Any discrepancies should be reported promptly to the shipper and relevant authorities. During the CFS receiving, packing, and port loading phase, the LCL company must manage the second declaration and ensure that all necessary documents, such as the bill of lading copy, station receipt, customs documents, and port fee settlements, are complete. The consignor and consignee details must be accurately filled out, along with the order numbers, marks, and quantities of the goods. All relevant data, including product name, weight, and dimensions, should be correctly recorded. At this stage, it's crucial to cross-check the customs documents and power of attorney for consistency. If any discrepancies arise—such as mismatched product names, weights, or quantities—the shipper and relevant parties must be contacted immediately to update the documents. Failure to do so may lead to delays in customs clearance and transportation, with the LCL company potentially held responsible. In the final phase, after the goods leave the port and arrive at the destination, customs clearance and delivery take place. The bill of lading contains essential details, such as the consignee and consignor names, issuance date and place, goods acceptance and delivery location, description of the goods, and terms of carriage. The container bill of lading serves multiple functions, including defining responsibility, acting as proof of delivery, serving as a contract of carriage, and functioning as a property rights certificate. Additionally, a small bill of lading (House B/L) is issued by the LCL company based on the packing orders, as LCL shipments typically combine goods from multiple shippers. The consignee then exchanges the House B/L with the local agent to obtain the right to collect the goods and proceed with customs clearance. Throughout the entire logistics process, documents play a vital role. Since many stakeholders cannot see the actual goods, accurate and timely documentation is essential to ensure smooth operations and avoid potential issues.

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