There are several types of shipping documents. However, the most commonly used across various modes of transport are the waybill, delivery order (DO), packing list, invoice, and bill of lading (B/L).

Complete documentation ensures that goods are shipped to the correct address, facilitates cargo inspection, and serves as administrative evidence in the event of issues during the shipping process.

Why Are Shipping Documents Important?

Shipping documents contain records of transactions and the movement of goods, proof of delivery, and references for tracking in the event of loss or damage. Having all the necessary documents also facilitates coordination between the shipper, the transportation company, the warehouse, and the recipient.

However, the function of each document may differ. Therefore, you need to tailor the documents to the type of shipment, service terms, and applicable administrative requirements.

Types of Shipping Documents

Waybill

A waybill is a document that accompanies the shipment of goods from the origin to the recipient. This document helps drivers and staff verify the accuracy of the cargo during transit.

Generally, a waybill includes the document number and date, the identities of the shipper and recipient, the destination address, the type and quantity of goods, vehicle information, and a signature field for the recipient.

Once the goods are received, the signed waybill can also serve as part of the proof of delivery (POD).

Delivery Order (DO)

A Delivery Order is a document or instruction for the handover of goods to the party authorized to receive or pick them up. In logistics practice, the term “DO” can have different functions depending on the shipping context.

In ocean shipping, a DO relates to the authorization to release goods or containers in accordance with shipping and terminal procedures. However, in certain distribution contexts, the term DO is also frequently used to refer to a shipping instruction document.

Therefore, a DO is not always the same as a waybill. A waybill focuses on the shipment of goods in transit, whereas a DO serves as an instruction or authorization for the delivery of goods based on the specific context.

Packing List and Invoice

A packing list is a detailed list of the goods being shipped. It may include the product name, number of packages, net and gross weight, dimensions, and type of packaging. This document is essential during cargo inspections and fleet planning.

Meanwhile, an invoice is a transaction document containing information on goods or services, the transaction value, the parties involved, and payment terms. In international shipping, an invoice can also be used to support customs clearance processes in accordance with applicable regulations.

Bill of Lading (B/L)

Bill of Lading (B/L) is a crucial document in ocean freight. It serves as the carrier’s receipt of the goods, proof of the transport contract, and—for certain types of shipments—as a document of title to the goods.

However, not all B/Ls function as negotiable documents of title. Their characteristics depend on the type of document and applicable regulations.

Administrative Errors to Avoid

When preparing shipping documents, there are several administrative errors that can cause delays, including:

• Data Discrepancies (Discrepancy): The number of units on the packing list differs from the physical condition of the cargo
• Incomplete Documents: The driver departs without a valid waybill or delivery order (DO)
• No Legal Acknowledgment of Receipt: Forgetting to obtain the recipient’s signature, full name, and stamp when the goods arrive at the destination

Manage Shipments More Efficiently with SELOG’s Services

Well-organized administration is a crucial part of an efficient supply chain. To support these needs, partnering with SELOG greatly helps companies manage the shipment of goods across various modes of transportation.

For multimodal shipments, SELOG offers domestic and international freight forwarding services supported by various logistics facilities such as warehouses, a trucking fleet, and Ro-Ro vessels.

This ensures that the logistics process is efficiently managed from start to finish. You no longer need to worry about arranging onward transportation after goods arrive at the port to reach the warehouse—or vice versa. SELOG is ready to ensure your business’s supply chain process is secure and well-planned.

In addition to freight forwarding, SELOG also offers a variety of other comprehensive logistics solutions, including:

• Trucking
• Shipping Services
• Warehousing
• Project Cargo

SELOG’s services are also supported by the latest digital technologies that not only simplify operations but also make them effective and efficient for your business.

One example is the implementation of the Astra Fleet Management Solution (AstraFMS) and the Warehouse Management System (WMS).

For more information about SELOG’s profile and services, visit the website at www.selog.astra.co.id and follow SELOG on social media:

• Instagram @selog_astra
• LinkedIn: SELOG