GUIDELINES ON USEFUL FORMS IN FREIGHT FORWARDING (F) Danny Diep Toh MBA.pdf

GUIDELINES ON USEFUL FORMS IN FREIGHT FORWARDING
© Danny Diep Toh, MBA
diepto.pro@gmail.com
List of Forms
1. Quotation-Sea
2. Booking Note-Sea
3. Booking Info-Sea/Air
4. Loading Confirmation-Sea
5. Arrival Notice-Sea
6. Delivery Order-Sea
7. Proof of Delivery-Sea/Air
8. Quotation-Air
9. Shipper’s Letter of Instructions-Air
10. Arrival Notice-Air
11. Authorization Letter-Air
12. Quotation Door-Sea/Air
13. Agency Agreement

Form 1
(Forwarder’s Letter Head)
Date:
To:
Attention:
CC:
From:
Subject: OCEAN FREIGHT QUOTATION
Dear Sirs,
We would like to express our sincere thank to you for your kind interest in our service. It is
honour for us having an opportunity to offer you our best Ocean Freight rate for your
upcoming export shipment with the following details:
-Ocean Freight charge (Net/net):
… for 20’/40’/40’HC.
-Port of Loading:
-Port of Discharge:
-Movement tersm: CY/CY.
-Commodity: General cargo.
-Port service charges will be for Shipper’s account.
-Freight terms: CIF-Freight Prepaid.
-Validity: Until… or until further notice.
Notes:
-The above rate is subject B/L fee and Local charges at Destination.
-Other terms & conditions to be mentioned in the reverse side of B/L, available upon
request.
We do hope that the above rates would be suitable and workable for your upcoming
shipment. We are looking forward to receiving your kind support to our ABC Co.,Ltd
service.
For further information, please do not hesitate to contact us.
Best regards,
ABC Co.,Ltd

Form 2
(Forwader’s Letter Head)
BOOKING NOTE
It is on this day multualy agreed between ABC CO.,LTD and
the SHIPPER:
for the carriage of the cargo details of which are furnished by the SHIPPER as mentioned in the Cargo List
as follows :
1. Shipper (full style) :
2. Consignee (full style) :
3. Notify Party(full style) :
4. Cargo Description :
5. Quantity of container : Gross Weight :
6. Port of loading : Port of Discharge :
7. Final destination : Name of country :
8. Freight Rate : Payment :
9. Surcharge : CAF BAF THC :
10. Name of vessel/voyage : ETD :
11. Stuffing Date : Closing Date :
12. Stuffing requirement : Temp set :
13. Stuffing at : Bill of lading :
14. Trucking required : Forklift required :
15. Documentation request :
16. Freight Prepaid : Right upon vessel departure, ABC CO.,LTD. agrees to release
Original B/L against full payment of freight charge contracted for.
17. Special remarks : In case the SHIPPER cancel this booking, they must pay to ABC CO.,LTD.
the Cancellation Fee, Penalty and other surcharge might involved.
18. Weight restriction : Max weight of cargo/container to be 26MT/20’ and 28MT/40’.
If excesses of which, the SHIPPER shall be responsible for any loss/damage arisen.
19. Other terms, conditions, exceptions to be as per B/L issue by ABC CO.,LTD.
Date: / /…
For and on behalf of For and on behalf of
SHIPPER ABC CO.,LTD.

Form 3
BOOKING INFORMATION
Customer: Tel #:
Departure: Destination:
Volume: Carrier:
Selling rate: Freight: Prepaid/
Collect
Buying rate:
Commission: After
deduction:
Agency fee:
HBL fee:
…
…
…
Gross
Profit:
Bonus:
Date: / /…
Sales Dept Approved

_____________________________________________________________________
The details of Loading Confirmation are subject to change with/ without prior notice.
Form 4
Date:
To:
Attn:
Fm:
LOADING CONFIRMATION
Our HB/L:
Feeder Vessel:
PKGS/ GRWT/ MEAS:
Port of Loading:
Port of Discharge:
Place of Delivery:
Dear Sirs,
Thank you very much for your usual support.
Kindly be advised that your above mentioned shipment will be loaded onto the following
Feeder vessel at Port of Loading:
Feeder vessel:
Voyage No.:
ETD POL:
ETA POD:
All these details are based on the Loading Confirmation furnished by the Shipping Lines.
If any further enquiry, please feel free to contact us.
Best regards,
ABC Co.,Ltd

Form 5
ARRIVAL NOTICE
To:
Consignee name & address:
Consigned under B/L No.:
Vessel name: Voyage no.:
Port of discharge: Date:
Cont/Seal No. Description of goods/ No. of package Weight
(KGS)
Measureme
nt
(CBM)
* Note: ABC Co.,Ltd
Please submit the following documents to get D/O: Authorized Signature
-1 Arrival Notice
-1 Reccomendation Letter & ID
-1 Original Bill of Lading
-Freight & charges:
(Freight charge, D/O, CFS, Handling fee…)
Ocean freight :
D/O fee :
Handling fee :
No.: /…

Form 6
DELIVERY ORDER
To:
Consigned under B/L No.:
Vessel name: Voyage no.:
Port of discharge: Date:
Cont/Seal No. Description of goods/ No. of package Weight
(KGS)
Measurement
(CBM)
ABC Co.,Ltd
Receiver’s Signature Authorized Signature
Name:
Cellphone:
No.: /…

Form 7
PROOF OF DELIVERY
TO WHOM IT MAY CONCERN
We are the representative of the agent …
as the consignee shown on HAWB/HBL.
We hereby certify that we have received the consignment in apparent good order and
condition from ABC Co.,Ltd., as agent for: …
The shipping details of the air/ sea consignment are as below:
-HAWB/HBL No.:
-Shipper:
-Consignee:
-Notify:
-Flight No./ Vessel voy.:
-Airport/Port of depature: ETD:
-Airport/Port of arrival: ETA:
-Commodity:
-Number of Package:
-Gross Weight/ Measument :
-Date of receipt:
Date: / / …
Receiver
As the Consignee.

Form 8
Date:
To:
Attention:
CC:
From:
Subject: AIR FREIGHT QUOTATION
Dear Sirs,
honour for us having an opportunity to offer you our best Air freight rate for your upcoming
export shipment with the following details:
-Air freight charge (USD/kg):
M -45 +45 +100 +300 +500 +1,000
-Fuel Surcharge:
-Secutiry Surcharge:
-Chargeable weight: Basing on Gross Weight or Volumetric Weight (1kg # 6,000cm3) which is
greater.
-Departure:
-Destination:
-Movement terms: Airport to Airport.
-Commodity: General cargo.
-Airport service charges (Labour cost, Acceptance of cargo, Screening fee, storage charge <If
any>…) will be for Shipper’s account.
-Freight terms: CPT-Freight Prepaid.
-Validity: Until … or until further notice.
Notes:
-The above rate is subject AWB fee and Local charges at Destination.
-Other terms & conditions to be mentioned in the reverse side of AWB, available upon
request.
We do hope that the above rates would be suitable and workable for your upcoming
shipment. We are looking forward to receiving your kind support to our ABC Co.,Ltd service.
Best regards,
ABC Co.,Ltd.

SHIPPER’S LETTER OF INSTRUCTIONS (SLI)
SHIPPER/ SENDER:
CONSIGNEE/ RECEIVER:
NOTIFY PARTY: ( IF REQUIRED) SPECIAL INSTRUCTIONS:
Please indicate mode of transport
AIR or SEA?
And any preferred vessel/ flight?
 AIR  SEA  VESSEL/ FLIGHT:_______________________________
DESTINATION: 
No. of
Packages
Gross Weight
(kgs)
Measurements
(cms)
Shipping
Marks
Nature and Quantity
of Goods
Total PCS Total KGS Total CBM
PAYMENT OF CHARGES – PLEASE SELECT COUNTRY OF ORIGIN:
FREIGHT CHARGE PREPAID COLLECT FOB VALUE FOR CUSTOMS: USD
ORIGIN CHARGES PREPAID COLLECT DOCUMENTS ATTACHED:
OTHERS – PLEASE SPECIFY PREPAID COLLECT COMMERCIAL INVOICE YES / NO
DOOR TO DOOR SHIPMENTS (ONLY IF APPLICABLE) PACKING LIST YES / NO
PLEASE SELECT ONE OF THE FOLLOWING CERTIFICATE OF ORIGIN (C/O) YES / NO
DAP (ALL OVERSEAS CHARGES EXCL DUTY & TAX)
TO BE BILLED BACK TO SHIPPER / SENDER
 INSURANCE POLICY YES / NO
MSDS (FOR DG CARGO) YES / NO
DDP (ALL OVERSEAS CHARGES INCL DUTY & TAX)
TO BE BILLED BACK TO SHIPPER / SENDER
 OTHERS ________________________ YES / NO
__________________________ YES / NO
Does this shipment contain Dangerous goods? (Please attach SDS)
If Yes, please specify the following: UN#___________________ Class:___________________ Packing Group:_____________
NOTE: The Shipper or his Authorized Agent hereby authorizes the above named Company, in his name and on his behalf, to prepare
any export documents, to sign and accept any documents relating to said shipment and forward this shipment in accordance with the
conditions of carrriage and the tariffs of the carriers employed. The shipper guarantees payment of all collected charges in the event the
consignee refuses payment. Hereunder the sole responsibility of the Company is to use resonable care in the selection of carriers,
fowarders, agents and others to whom it may entrust shipment.
Signature & Seal: ........................................................................ Date:…………………………………….
Full Name & Title:.……………………………………..…………..... Tel: ………………………………………
ABC CO.,LTD.
Form 9

Form 10
ARRIVAL NOTICE
To: AIRPORT CARGO SERVICES CO.,LTD.
We, ABC Co.,Ltd., hereby authorized to the real Customer to do directly Customs
Clearance for shipment with details as below:
Customer’s tax code:
Consigned under AWB No.:
Flight no.:
Airport of arrival: Date:
No. of packages Description of goods Weight
* Note: ABC Co.,Ltd
Please submit the following documents to get D/O: Authorized Signature
-1 Arrival Notice
-1 Reccomendation Letter & ID
-Freight & charges:
(Freight charge, Handling fee…)
No.: /…

Form 11
AUTHORIZATION LETTER
To: AIRPORT CARGO SERVICES CO.,LTD.
We, ABC Co.,Ltd., hereby authorized to the real Customer to do directly Customs
Clearance for shipment with details as below:
Customer’s tax code:
Consigned under AWB No.:
Flight no.:
Airport of arrival: Date:
No. of packages Description of goods Weight
We kindly request AIRPORT CARGO SERVICES CO.,LTD. to release cargo and issue
VAT Invoice to the above mentioned Consignee.
ABC Co.,Ltd
Receiver’s Signature Authorized Signature
Name:
Cellphone:
No.: /…

Form 12
Date:
To:
From:
Subject: DOOR SERVICE QUOTATION
Dear Sirs,
honour for us having an opportunity to offer you our Door Service within metropolitan areas
(under 30km) for General Cargo (Non-DG) with the following details:
1. LCL Sea Freight:
LCL Sea Freight Rate
-Min
-From 1 upto 3 RT
-From +3RT upto 5 RT
-From +5RT upto 7RT
-From +7RT upto 10RT
*Notes:
-RT: Revenue Ton on Sea Freight basing on ratio:
W/M= 1 Metric Ton/1 Cubic Meter.
2. FCL Sea Freight:
FCL Sea Freight Rate
-For 20'GP
-For 40'GP
* Notes:
-The above rate including: Normal Customs clearance, Inland trucking, Manpower at port, Lift
on/off (For FCL), CFS chage (For LCL), Documentation, Handling fee.
-The above rate excluding: Packing/ Packaging fee, Tax & VAT, Quality Inspection, Fumigation
fee, Cultural Inspection, Export Permission (if any), Manpower at Customer's premise...
We do hope that the above rates would be suitable and workable for your upcoming shipment.
We are looking forward to receiving your kind support to our ABC Co.,Ltd service.
Best regards,
ABC Co.,Ltd

____________ _________________ _______________________
XYZ ABC Agency Agreement – Page 1 of 4.
Form 13
AGENCY AGREEMENT
No.: …/ …
Date: / /…
This agreement is made between:
XYZ Co.,Ltd
Address:
Tel/ Fax:
Email:
Represented by Mr.
(Herein after referred to as “ XYZ ”)
AND
ABC Co.,Ltd
Address:
Tel/ Fax:
Email:
Represented by Mr.
(Herein after referred to as “ ABC ”)
WHEREIN BOTH PARTIES AGREE :
1/ XYZ agrees to appoint ABC as its agent to perform services in… [country 2] and
ABC agrees to appoint XYZ to perform Services in… [country 1].
Both parties will co-operate in respect of general freight forwarding transactions in
compliance to International Agency Agreement.
Each of the two parties agrees to canvas cargo undertakes necessary measures to
safeguard the interests of the other and carries out strictly the instructions for each
specific consignment.
Both parties will provide speedy information/communication flow to the other.
2/ For export out of… [country 1] , XYZ will:
-Communicate/ follow up with shipper.
-Booking the carrier and collecting the freight/ charge/ fee from the shipper and/or
paying the freight to the carrier on behalf of ABC.
-Infoming ABC in due course if any changes of booking and/or changes of
forwarding schedule.
-Issue Through/ Combined House Bill of Lading as per ABC and/or shipper’s
instruction.

____________ _________________ _______________________
-Releasing House B/L (or House AWB) to the customer only against the specific
instruction from ABC (i.e. For prepaid shipment, release House B/L to SHPR after
collection of full freight charges…)
-Send by fax Pre-alert, Shipping advices, Invoice/ Credit Note and other relevant
documents to the concerned party.
-In case the Bill of Lading requested to be sent by DHL, such cost is for the account
of ABC.
3/ For import into… [country 1] , XYZ will:
-Release Delivery Order or Authorization Letter to consignee only against specific
instructions from ABC (i.e. against payment of agreed ocean freight collection
amount and/or against presentation of 1/3 original of Through or Combined Bill of
Lading duly endorsed...). To avoid delays it is advisable that ABC obtains the
confirmation from the shipper to release the shipment and to fax this confirmation to
XYZ .
-Transfer the collected Ocean freight amount to ABC once received from the
consignee latest within 30 days after release of the shipment to the consignees.
a) For sea freight import into [country 1] , ABC acting as dispatching office will issue
the Master Bill of Lading as follows:
-Shipper: ABC Co.,Ltd.
-Consignee: XYZ Co., Ltd. ( Full Address)
b) For LCL consolidation/ LCL shipments, a Consolidation Cargo Manifest must be
attched to the other shipping documents. If CFS charge/ Local charges at destination
collected through XYZ, the following clause must be stated on the House Bill of
Lading:
“ The CFS charge/ Local charges at the destination to be paid by the consignee”
4/ Money collection fees
-In case XYZ will collect money on behalf of ABC with terms of freight charge/ other
charges paid in… [country 1] as third countries, XYZ will charge respectively
deducting from their transfer a collection fee as a commission.
5/ At the end of everymonth, XYZ will send the Statement Of Account (SOA) for the
month to ABC and it should be reconciled within the first 10 working days.
The balance account of everymonth or any outstanding amount (in US Dollar) will be
paid by either party within 15 working days after the invoice date if not otherwise
stated in this agreement or otherwise mutually agreed. The settled sum will be
remitted to the nominated accounts according to the Invoice/ Debit Note made by the
receiver.
Any transfer fees or bank charge will be for Beneficiary’s account.

____________ _________________ _______________________
-Bank details of XYZ :
Banker’s name:
Address:
Account Owner’s name:
Account number:
SWIFT Code:
-Bank details of ABC :
Banker’s name:
Address:
Account Owner’s name:
Account number:
SWIFT Code:
6/ Profit share/ Handling fee
-For nominated shipment: Profit share will be 50/50 basis.
-For free hand cargo: Free Handlng fee.
7/ Arbitration
-Any dispute arising from this Agreement shall be settled amicably by the two
parties. If such settlement impossible, it will be submitted for arbitration to the
International Arbitration Center in…[country 1]. Both parties agree that the
arbitrator’s awards shall be final, binding and enforceable in both of their home
countries.
8/ Terms And Other Conditions
-ABC will supply XYZ full style of its International Agent system, as well as announce
this agency cooperation between XYZ and ABC in the current system and allow XYZ
to utilise this system.
-Both party by all means (due diligence; proper care and years of experiences...) will
keep each other party harmless and to safeguard the mutual interests. Each party is
responsible for the consequences caused by his action during the course of cargo
handling and/or performing this agreement.
-This Agreement shall remain in effect for one (01) year from the date above written
but subject to cancellation at any time when both parties mutually consent and
unless 60 days written notice given by either of the parties prior to the day of
termination, the Agreement shall continue to be in force for the following one (01)
year. Every six/ three (06/ 03) months, both parties after receiving and discussing,
can amend the terms and conditions of this Agreement.

____________ _________________ _______________________
-Neither party shall be liable to the other party for loss, damage, delay or failure in
performance hereunder caused by: act of God, force majeure, adverse weather
conditions, strikes or labour troubles, hostilities, war, restraint or seizure by a
government or belligerent parties, riots or civil commotion, or any similar
circumstances beyond the control of the party claiming the benefit of this clause.
-This agreement becomes effective as from the date of signing, made in 2 orginals in
English, one of which is restrained by each party.
For and on behalf of For and on behalf of
XYZ ABC

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