Shipping with Maersk Spot: Shipping documents (FAQs)

If you’re shipping with Maersk, a B/L will be a significant document that will help you keep track of your shipment . Here are some common queries around B/Ls.

1. How is a bill of lading used in the shipping process?

B/L acts as a receipt from the carrier confirming they have received your goods for transport. It also serves as a contract between you and the carrier, outlining the terms of the shipment like destination, fees, and liability.

2. How do I find my original bill of lading (B/L)?

To access your original bill of lading, log into your account and go to your Shipment Details page from the exports overview section, click on the ‘Documents’ tab, and download the PDF there. This will allow you to view and print the original bill of lading issued for your shipment.

3. Can I get my original bill of lading (OBL) before the vessel sails if I have paid all the necessary charges?

Yes, if you have paid all applicable charges, it is possible to get your original bill of lading issued before the vessel sails. This is known as a ‘Received for Shipment Bill of Lading’. However, these requests are reviewed on a case-by-case basis.

4. Can I preview shipment details as they will appear on my B/L prior to printing?

Yes, it’s possible. To preview how your shipment details will appear on the bill of lading before printing, simply download and view the file.

5. Do all shipments have a bill of lading?

Yes, every Maersk shipment has a bill of lading (B/L).

6. Is my original bill of lading (B/L) held in the Shipment Binder?

Yes, the original bill of lading issued for your shipment can be accessed through what is now called the ‘Shipment Details’ Page (formerly ‘Shipment Binder’). Go to the ‘Documents’ tab for your shipment and you’ll find the option to view and print the original B/L document.

7. What are the details mentioned in bill of lading?

The bill of lading contains key details about the shipment, including:

• Route and transportation mode(s).
• Name of the carrier(s) involved.
• Equipment/container information.
• Description of the goods being shipped.
• Parties involved (shipper, consignee, etc.).
• Payment terms and fees.

8. What are the four main functions of bill of lading?

A bill of lading serves four primary functions:

• Receipt: Confirms the carrier received the goods for shipment.
• Evidence of contract: Outlines the terms/agreement between shipper and carrier.
• Document of title: Establishes ownership of the goods.
• Data source: Provides shipment details like goods description, quantity, etc.

9. What are the risks and liabilities associated with a bill of lading?

The main risk and liability associated with a bill of lading is that it represents a legally binding contract. By issuing a B/L, Maersk agrees to transport the goods based on the terms outlined. If we fail to meet those terms, like missing the delivery window, we can be held liable.

Likewise, the shipper aka you are bound to the agreed payment terms and other responsibilities specified in the B/L. Failure to uphold your end can make you liable for breaching the contract.

10. What are the terms and conditions of a bill of lading?

A bill of lading outlines the key terms and conditions the shipper and carrier are entering into, including:

• Description of the goods being shipped.
• Parties involved (shipper, consignee, notifying party, etc.).
• Pickup and delivery locations.
• Type of transportation.
• Payment terms (freight charges, fees, etc.).
• Limitations of carrier liability.

11. What are the two types of bills of lading?

The two main types are:

• Through bill of lading: Covers door-to-door transportation using multiple carriers/modes. Shipment is under one continuous B/L.
• Straight/direct bill of lading: Covers transportation from origin to destination with no additional carriers involved. One carrier handles the entire movement.

12. Who creates the bill of lading?

The bill of lading is typically created and issued by the carrier or freight company that is transporting the shipment.

13. Who needs a bill of lading?

A B/L is needed by both the shipper and receiver/consignee of the freight shipment. The shipper needs it to confirm the carrier received the goods and prove ownership. The receiver needs it to take possession of the shipment.

14. Why are there 3 original bills of lading?

There are typically 3 original BOL documents issued: shipper’s copy, carrier’s copy, and consignee’s copy. Each party involved gets an original as proof of the shipment details and contractual agreement.

If you need to make any changes to your B/L, you might have a few questions in mind.

1. Can I change my place of delivery after I have received my bill of lading (B/L)?

Yes, it is possible to change the delivery destination after the bill of lading has been issued. This is called a change of destination (COD). However, it depends on operational constraints; in some cases a COD may not be viable.

If approved, we will confirm any additional costs associated with rerouting the shipment. Once you've paid those charges and confirmed the original B/L has been canceled/voided, then the COD can be processed.

2. Can I switch consignee or shipper after the bill of lading (B/L) has been issued?

Yes, you can change the consignee or shipper details on a bill of lading after it has been issued. However, you’ll need to first confirm that the original B/L listing the old parties has been canceled, destroyed, or voided. Once that’s confirmed, the change can be processed.

3. Does Maersk Go offer a Switch B/L?

Currently, Maersk Go does not offer the option to switch or transfer a Bill of Lading for shipments booked through that platform.

4. How do I make changes to my bill of lading (B/L)?

To amend a bill of lading, log into your account on maersk.com. Locate your shipment’s B/L that you need to change in the ‘Export Overview’ or search for the shipment number and navigate to the ‘Documents’ tab of the Shipment Details and follow these steps:

• Prior to OBL issuance: Select ‘Amend Verify Copy’ and make the required updates like addresses, cargo details, etc. Submit for approval.
• Once the B/L has been issued: Go to shipment details, select ‘Amend Waybill’ or ‘Amend Original Bill of Lading’. Make changes and submit.

We’ll review and reissue the amended B/L once approved.

5. What are the charges for changing the details in the bill of lading?

Amendment charges for bills of lading can vary depending on the specific type of change requested and timing of the request. To get accurate charges for your situation, please contact our team directly.

6. What are challenges associated with electronic bills of lading?

Some key challenges with electronic bills of lading include:

• Lack of universal adoption across countries/ports.
• Some companies may be hesitant to rely on electronic systems for this critical document.
• Technical issues like system failures or data breaches.
• Legal/regulatory uncertainties around digital transfer of ownership.

7. What happens if I lose my bill of lading?

If you lose the original bill of lading document, the release of your cargo will be put on hold. To get the shipment released, you’ll need to either:

• Present a new original B/L.
• Get authorization from the shipper to release without the B/L.

Notify us immediately about the lost bill of lading, so we can guide you through the requirements for getting the cargo released.

8. Can I print my bill of lading (B/L) online without the need to visit the local office?

Yes, you can print your bill of lading online without having to visit a local office. To get set up, you’ll first need to electronically sign a print agreement document. For the US, the blank form can be found under the ‘Useful Forms’ section of the Local Offices and Information page.

9. What is the OBL number?

An original bill of lading number or OBL number is a unique 9-digit identifier assigned to your container or shipment that is loaded onto a vessel. You can use this OBL number to track your container throughout the shipping process.

10. What is a Seaway Bill?

A Seaway Bill, also called a Waybill, is a type of bill of lading you use for port-to-port or multimodal shipments involving multiple carriers. Unlike a standard B/L, a Waybill is not considered a document of title, and no originals are issued.

11. When will I receive a verify copy?

Once you provide your complete shipping instructions, we will begin processing your ‘Verify Copy’. You will receive a notification when it is ready for your review.

Need help understanding different types of shipping documents? Here’s a quick refresher.

1. What is a letter of authority (LOA)?

An LOA is a document signed by the shipper that allows an agent to act on behalf of the shipper. You can download the LOA format here.

2. What happens if an LOA is not provided for the first Maersk Spot shipment before the first shipment is gated in?

If you don’t provide an LOA, we will have to cancel the shipment.

3. What does Importer of Record mean?

The ‘Importer of Record’ is the party who is legally responsible for ensuring all customs requirements are properly followed when goods are imported into a country. This includes accurately valuing, classifying, and paying any duties/taxes on the imported merchandise.

4. What is a certificate of origin (CO)?

A certificate of origin states which country your product was manufactured or originated from. It includes details like your product description, destination, and country of export (e.g. “Made in the USA”). You often need to provide a CO due to trade agreement requirements to prove import eligibility and applicable duties.

5. What is an importer security filing (ISF)?

You must submit an importer security filing (ISF), also called a 10+2 filing, for all ocean cargo you are importing into the United States. You provide advance shipment details to US Customs and Border Protection prior to loading the cargo.

6. What will be the consequences if the ISF is not completed on time?

If you do not submit the ISF accurately and on time, the US Customs can issue you monetary penalties of up to USD 5,000 per violation for inaccurate, incomplete, or late filings.

7. When do I need to submit the ISF?

You must file the ISF with the US Customs no later than 24 hours before your cargo is loaded onto the U.S. bound vessel. However, it’s best to submit it as soon as you have the required shipment information.

Shipping instructions are an important part of your Spot freight booking process. Here are some common questions on shipping instructions you might need help with.

1. What are shipping instructions (SIs)?

Shipping instructions are a document you provide to the carrier containing all the key details about the cargo being shipped, the parties involved, and the transportation requirements. The carrier uses these instructions from you to create the bill of lading (B/L).

2. Can I submit shipping instructions in any language?

No, for international shipments, shipping instructions must be submitted in English.

3. As a buyer, can I fill in the shipping instructions?

No, the shipping instructions can only be submitted by the supplier through our platform, not by the buyer.

4. Can someone send shipping instructions for me from a different Maersk account on maersk.com?

Yes, shipping instructions can be sent by any of the following shipment parties: Booked by party, Price owner, Shipper, Transport document receiver, or Outward Forwarder.

5. For what reasons will you reject shipping instructions?

There are various reasons we may reject shipping instructions, including local restrictions, commodity restrictions, or other issues. If rejected, we will advise you of the specific reasons and what additional information is needed.

6. How do I amend my shipping instruction?

To amend your shipping instructions after receiving the ‘Verify Copy’, go to the ‘Export Overview’ tab and click on your bill of lading or search the relevant shipment number to navigate to the ‘Shipment Details’. On the shipment details page, select the ‘Amend Verify Copy’ option to make changes.

7. What is the deadline for submitting my shipping instructions?

The deadline depends on the specific vessel and load port. You can find the cutoff date and time for submitting instructions on your booking confirmation or the ‘Tasks’ section of the Shipment Details.

8. What is the mandatory information required in shipping instructions?

The mandatory information includes: shipment number, container number, total packages, package type, gross weight, payment terms, cargo description, shipper and consignee names/addresses, and any other details required by origin/destination customs regulations.

9. What are the marks and numbers field in the shipping instructions?

The marks and numbers field is optional, used to identify and distinguish different cargo pieces within the same shipment. You can assign marks or numbers to help the receiving party easily identify the correct boxes/pallets.

10. When will my shipping instruction be processed?

Once you submit complete shipping instructions, our team will begin working on your ‘Verify copy’ document right away. We aim to provide the initial draft verify copy to you within 2 business hours.

Continue reading: How to submit shipping instructions on Maersk Spot