How to Fill Out Shipper’s Letter of Instruction
Filling out a shipper’s letter of instruction is a crucial step in the shipping process, ensuring that all necessary information is provided to the carrier and that the shipment is handled efficiently and securely. Whether you are a small business owner or a logistics coordinator, understanding how to complete this document accurately is essential. This article will guide you through the process of filling out a shipper’s letter of instruction, highlighting key elements and best practices.
1. Start with the basics
The first section of the shipper’s letter of instruction typically requires basic information about the sender and the recipient. Include the following details:
– Shipper’s name and address: Provide the full legal name and complete address of the entity or individual sending the shipment.
– Consignee’s name and address: Enter the full legal name and complete address of the entity or individual receiving the shipment.
– Contact information: Include phone numbers and email addresses for both the shipper and the consignee, ensuring that the carrier can reach them if necessary.
2. Specify the shipment details
Next, you will need to provide specific information about the shipment itself. This includes:
– Description of goods: Clearly describe the nature of the goods being shipped, including their type, quantity, and weight.
– Commodity code: Identify the commodity code for the goods being shipped, which is used for customs purposes and to determine applicable regulations.
– Packaging details: List the type of packaging used for the shipment, such as boxes, drums, or pallets.
– Dimensions: Provide the length, width, and height of the shipment, which is necessary for determining the space required on the transport vehicle.
3. Include shipping instructions
The shipping instructions section is where you outline any special requirements or requests for the carrier. Consider the following points:
– Delivery instructions: Specify any special delivery instructions, such as requiring a signature upon delivery or delivery to a specific location within the consignee’s address.
– Special handling: Mention any special handling requirements, such as fragile items or temperature-controlled shipments.
– Insurance: Indicate whether insurance is required for the shipment and, if so, provide the policy number.
4. Sign and date the letter
Ensure that the shipper’s letter of instruction is signed and dated by an authorized representative of the sending entity. This serves as an acknowledgment of the information provided and indicates that the shipper agrees to the terms and conditions outlined in the document.
5. Keep a copy for your records
Once the shipper’s letter of instruction is completed and signed, make sure to keep a copy for your records. This document can be invaluable in case of any issues or discrepancies during the shipping process.
In conclusion, filling out a shipper’s letter of instruction is a critical step in the shipping process. By following these guidelines and providing accurate and detailed information, you can help ensure that your shipment is handled efficiently and securely. Always keep a copy of the document for your records and refer to it if needed during the shipping process.
